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U.S. Army Corps of Engineers Baltimore District Sources Sought Notice - Jennings Randolph Lake, Elk Garden, Mineral County, WV Elevator Maintenance and Repair Services. This is a Sources Sought notice... U.S. Army Corps of Engineers Baltimore District Sources Sought Notice - Jennings Randolph Lake, Elk Garden, Mineral County, WV Elevator Maintenance and Repair Services. This is a Sources Sought notice and not a request for quotes. This request is solely for the purpose of conducting market research to enhance USACE understanding of the market's offered services, capabilities and potential small business sources/socio-economic status of businesses. The Government will not pay any costs for responses submitted in response to this Sources Sought. This Sources Sought notice provides an opportunity for respondents to submit their notice of ability, and their available services in response to the requirement described below. Vendors are being invited to submit information relative to their potential of fulfilling the requirement below, in the form of a capability response that addresses the specific requirement identified in this Sources Sought. The U.S. Army Corps of Engineers is seeking a vendor to provide services in accordance with the following draft Performance Work Statement for the requested services and descriptions. This Sources Sought is to facilitate the Contracting Officer's review of the market base for acquisition planning, size determination, and procurement strategy. RESPONSE COMMITMENT I. Response: Capability Statement - Please include your capability to perform the work or if you intend to subcontract the elevator maintenance and/or repair work. A. All responses should be directed to Josephine.E.Baran@usace.army.mil B. Submittals furnished will not be returned to the sender. No debriefs will be conducted. Eligibility in participating in a future acquisition does not depend upon a response to this notice. C. Proprietary information is neither requested nor desired. If such information is submitted, it must clearly be marked "proprietary" on every sheet containing such information, and the proprietary information must be segregated to the maximum extent practicable from other portions of the response (e.g., use an attachment or exhibit). II. Timeline : A. This request will close on stated date within the Government Point of Entry (GPE). Notes: 1. This Sources Sought is for planning purposes only, and does not constitute a commitment, implied or otherwise, that a procurement action will follow. The U.S. Army Corps of Engineers will use the information submitted in response to this notice at its discretion and will not provide comments to any submission; however, The U.S. Army Corps of Engineers reserves the right to contact any respondent to this notice for the sole purpose of enhancing The U.S. Army Corps of Engineers understanding of the notice submission. 2. The content of any responses to this notice may be reflected in any subsequent solicitation, except for content marked or designated as business confidential or proprietary which will be fully protected from release outside the government. The U.S. Army Corps of Engineers Contracting Office POC: Josephine.E.Baran@usace.army.mil DRAFT PERFORMANCE WORK STATEMENT ELEVATOR MAINTENANCE SERVICE INTAKE CONTROL TOWER JENNINGS RANDOLPH LAKE ELK GARDEN, WV 26717 The Jennings Randolph Lake Project is located on the upper reaches of the North Branch of the Potomac River near Elk Garden, WV about eight miles upstream of the confluence of the Potomac with the Savage River. The project is operated for water quality improvement, water supply, flood control and recreation. The dam impounds a lake of 952 surface acres and controls a drainage area of 263 square miles on the border between Garrett County, Maryland and Mineral County, West Virginia. The full recreation lake has a surface area of 952 acres, a shoreline of 13 ½ miles, and extends upstream from the dam a distance of 5 ½ miles. The project covers a total area of 4,500 acres, 2,700 in Maryland and 1,800 in West Virginia. The project has seven developed recreation areas in both West Virginia and Maryland including two boat launches, a picnic area, beach area, two scenic overlooks and a campground. Annual visitation is in the range of 100,000 visitors per year, most of which occurs between Memorial and Labor Day. The U.S. Army Corps of Engineers at Jennings Randolph Lake intends to contract a full preventive maintenance service contract intended to protect the geared Otis elevator, machine number 701191, to extend equipment life, and provide a high level of performance and reliability. The contractor will furnish all labor, equipment, materials, and quality assurances necessary to perform elevator maintenance on the intake control tower elevator at Jennings Randolph Lake in Mineral County, WV in accordance with the specifications contained in the performance work statement. 1. A. - This solicitation is for one award. C.1. DEFINITIONS a. Contract Period - Base Year and 4 option years as renewed by the Corps. b. Contracting Officer - Corps of Engineers employee vested with the authority to approve, Modify and issue this contract. c. Contractor - The company or individual to whom the government has awarded this contract for elevator services. d. Intake Control Tower - Permanent structure in which the elevator is located. e. Technical Point of Contact (TPOC) - Corps employee responsible for ensuring performance of the specific contract duties, inspections, conducting periodic meetings with the contractor, and the first person contacted by the contractor in matters concerning contract performance issues. C.2. CONTRACT PERIOD OF PERFORMANCE The contract performance period shall consist of one base year and four (4) option years. The beginning and ending dates are as follows: Base Year March 1, 2019 - February 29, 2020 Option Year 1 March 1, 2020 - February 28, 2021 Option Year 2 March 1, 2021 - February 28, 2022 Option Year 3 March 1, 2022 - February 28, 2023 Option Year 4 March 1, 2023 - February 29, 2024 C.3. SCOPE OF WORK a. The CONTRACTOR shall meet the following requirements. Furnish all labor, equipment, materials, and quality assurances necessary to perform elevator maintenance on the intake control tower elevator at Jennings Randolph Lake in Mineral County, WV in accordance with the specifications contained in the performance work statement. The elevator will be maintained under the following terms and conditions: Performance Maintenance 1. The elevator will be maintained using trained personnel directly employed and supervised by the contractor. The maintenance will include inspection, lubrication, and adjustment of the following parts: Controller parts, selectors and dispatching equipment, relays, solid-state components, transducers, resistors, condensers, power amplifiers, transformers, contacts, leads, dashpots, timing devices, computer and microcomputer devices, steel selector tapes, mechanical and electrical driving equipment, signal lamps, and position indicating equipment. 2. Door operators, car door hangers, car door contacts, door protective devices, load weighing equipment, car frames, car safety mechanisms, platforms, car and counterweight guide shoes including rollers and gibs, and emergency car lighting. 3. Hoistway door interlocks and hangers, bottom door guides, and auxiliary door closing devices. 4. M a c h i n e s, worms, gears, thrust bearings, drive sheaves, drive sheave shaft bearings, brake pulleys, brake coils, contacts, linings, and component parts. Motors, brushes, brush holders, and bearings. Governor components, governor sheaves and shaft assemblies, bearings, contacts, governor jaws, deflector or secondary sheaves, car and counterweight buffers, car and counterweight guide rails, car and counterweight sheave assemblies, top and bottom limit switches, governor tension sheave assemblies, and compensating sheave assemblies. pumps, pump motors, operating valves, valve motors, leveling valves, plunger packing, and exposed piping, above ground plungers and cylinders, and hydraulic fluid tanks. Parts Coverage If necessary, due to normal usage and wear, the contractor will repair or replace any of the parts specified above at their sole discretion, unless specifically excluded elsewhere in the contract. Any parts under this contract requiring replacement will be replaced with parts of equal or better than recommended by the manufacturer. Parts Inventory The contractor will maintain a supply of frequently used replacement parts and lubricants to meet the specific routine requirements of the Units. The contractor further agrees to maintain a supply of routine replacement parts available for express delivery in case of emergencies. Quality Control The contractor will periodically conduct field audits of their personnel and the elevator to maintain quality standards. Qualified contractor personnel will provide technical assistance, technical information, and code consultation to support their maintenance organization. Clarification This Contract does not cover car enclosures (including, but not limited to, wall panels, door panels, car gates, plenum chambers, hung ceilings, lighting, light diffusers, light tubes and bulbs, handrails, mirrors and floor coverings), rail alignment, hoistway enclosures, hoistway gates, hoistway inserts and brackets, mainline disconnect switches, doors, door frames, sills, swing door hinges and closing devices, below ground or unexposed hydraulic cylinders and plungers, buried or unexposed piping, escalator balustrades, escalator lighting or wedge guards. Without affecting our obligation to provide service under this Contract, you agree to permit us to train our personnel on the Units. This Contract does not cover computer and microcomputer devices, such as terminal keyboards and display units that are not exclusively dedicated to the elevator system. This Contract does not cover telephones installed by others, intercoms, heat sensors, smoke sensors, communications equipment, or safety signaling equipment, or instructions or warnings in connection with use by passengers. C.4. SAFETY a. The contractor shall provide the government with a written accident prevention plan, which includes a comprehensive Activity Hazard Analysis, at the orientation session scheduled after award of the contract. The accident prevention plan shall provide all the necessary information required by EM 385-1-1, Safety and Health Requirements Manual which can be accessed at http://140.194.76.129/publications/eng-manuals/em385-1-1/2008_English/toc.html All safety plans must be acceptable to the government before work commences. b. The contractor shall comply with all applicable sections of the Corps of Engineers Safety and Health Requirements Manual, EM 385-1-1. EM 385-1-1 does not preclude in any way the need to adhere to all applicable regulations as publicized by the Occupational Safety and Health Administration (OSHA). c. Safety Tests - Elevator Traction. The contractor will periodically examine safety devices and governors of the Unit and will conduct an annual no load test and perform at each fifth year a full load, full speed test of safety mechanisms, overspeed governors, and car and counterweight buffers. If required, the governor will be recalibrated and sealed for proper tripping speed, and elevator car balances will be checked. d. As required by Code, or once every five years at a minimum, the contractor will measure the coated steel belts for safety using a method approved by the manufacturer. e. Prior to entry inside the intake control tower, all contractor personnel must first sign in at the administration office and then be accompanied to the intake control tower by authorized personnel. C.5. SECURITY a. 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. b. All contract employees, including subcontractor employees who are not in possession of the appropriate security clearance or access privileges, will be escorted in areas where they may be exposed to classified and/or sensitive materials and/or sensitive or restricted areas. c. 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. This Form will be provided to the Contracting Officer and shall become part of the official contract file. C.6. PRE-BID CONFERENCE AND TOUR All bidders are encouraged to contact Head Dam Operator Gary Kalbaugh at (304) 355-2346 to arrange for a tour of the elevator and explanation of the contractual responsibilities and requirements prior to submitting a bid. C.7. DEFICIENCIES IN PERFORMANCE Default of the contract shall be considered for various reasons relating to nonperformance of the contractual specifications. Following is a partial listing of reasons for which default may be considered: a. Repetitive pay deductions for nonperformance. b. Repetitive safety violations. c. Excessive occurrences of damage to Government or private property. d. Excessive numbers of substantiated public complaints. e. Repetitive failure to adhere to contract specifications. C.8. QUALITY CONTROL AND QUALITY ASSURANCE The Contractor will attend a Pre-work meeting no later than ten (10) working days after the initial year of the award of the contract, and the third (3rd) or fourth (4th) week of March for each subsequent award year. During the pre-work meeting the Contractor shall provide a Quality Control Plan to include, but not limited to, the following: Method that the Contractor will employ to complete and document successful completion of employee training in regards to knowledge of the contract specifications and safety. The contractor must be able to demonstrate that all employees possess or demonstrate how the employees will gain skills and abilities to fulfill all the requirements of the contract. Communication method that will be utilized for contacting crews while performing their duties. Letter designating the on-site representative. Accident Prevention Plan. Plans must be approved prior to start of work. All work shall be subject to inspection and approval by the Technical Point of Contact (TPOC) or his/her representative. Any deficiency in work shall be corrected at the contractor's expense. The contractor will not be paid for any work not accepted by the TPOC. The government will utilize a Quality Assurance Surveillance Plan (QASP) to ensure the contractor's quality control procedures are in place and working. The government is responsible for Quality Assurance to ensure the contractor's Quality Control procedures are working. The contractor is responsible for the quality of the work performed for this contract. It is suggested that the contractor develop a Quality Control Plan to ensure a quality product conforming to the contract requirements specified herein. a) Surveillance Methods. This QASP will incorporate 100% inspections as the approach to ensure the contractor complies with the contract requirements. Re-performance is the preferred method of correcting any unacceptable performance. b) Validated Customer Complaint. This contract will be inspected for quality assurance using the validated customer complaint surveillance method. Anyone who observes unacceptable services, either incomplete or not performed, should immediately contact the COR. The COR will conduct an investigation to determine the validity of the complaint. If the COR determines the complaint to be valid, the COR will document the findings and notify the customer and the contractor. The COR will retain a copy of the written complaint for the government's files. If the complaint is valid, the contractor will be given the opportunity to correct the defect. c) 100% Inspection: 100% inspection will be utilized for this contract and will be noted as follows: 100% inspections will be utilized for all projects. This type of surveillance overrides periodic surveillance. However, validated customer complaints are still utilized. Under the 100% surveillance method all contract performance requirements are inspected for quality assurance at every occurrence within the contract schedule. d) Surveillance Team. The surveillance team consists of the following key players: Operations Project Manager and Head Dam Operator, Jennings Randolph Lake. e) Unacceptable Performance. If the number of complaints/defects exceeds the performance threshold for any requirement, the TPOC will determine the possible cause of this unacceptable performance. Government-caused complaints/defects shall not be counted against the contractor. The same applies to any other requirement of the contract when Government-caused complaints/defects are the cause of unacceptable contractor performance. If the contractor's performance is judged unacceptable by the TPOC for any requirement, the TPOC will inform the contractor's on-site representative, and request acknowledgement of the unacceptable performance. Unacceptable performance will normally result in the contractor being required to re-perform the unacceptable work. If the work is not able to be re-performed according to specification, the TPOC will consult with the Contracting Officer to determine the appropriate resolution. If the contractor disputes the results of surveillance, the TPOC must refer the contractor to the contracting officer for resolution. f) Revisions. Revisions to this QASP are the responsibility of the requiring activity. However as a result of partnering with the contractor, surveillance checklists may be revised jointly by TPOC personnel and contractor personnel. The Contracting Officer must approve any revisions that are significant enough in nature to impact the quality expectations of the contractor. C.9 COMMUNICATIONS a. The on-site Contract Manager/Quality Control Representative shall make themselves available for a quarter performance meeting with the TPOC or designated representative. A mutually agreeable time and date for the meetings shall be determined after award of the contract. b. The contractor will be required to provide the USACE a 4-hour, year-round dispatching service in the event a Unit malfunction occurs between regular examinations, C.10. WORK SCHEDULE All maintenance procedures and repairs will be performed during our regular working hours of our regular working days for the contractor who perform the service. All lamp and signal replacements will be performed during regular examinations. Regular working hours: 8:30 AM - 3:30 PM. Regular working days: Monday - Friday excluding holidays. No weekend work will be permitted C.11 DOCUMENTATION REQUIREMENTS: The Contractor shall maintain current records providing factual evidence that required quality control activities and/or tests have been performed. These records shall include the work of subcontractors and suppliers and shall be on an acceptable form that includes, as a minimum, the following information: a. Contractor/subcontractor and their area of responsibility b. Operating plant/equipment with hours worked, idle, or down for repair c. Work performed each day, giving location, description, and by whom d. Test and/or control activities performed with results and reference to specifications/drawings requirements. The control phase shall be identified (Preparatory, Initial, and Follow-up). List deficiencies noted along with corrective action. e. Quantity of materials received at the site with statement as to acceptability, storage, and reference to specifications/drawings requirements. f. Submittals and deliverables reviewed, with contract reference, by whom, and action taken. g. Job safety evaluations stating what was checked, results, and instructions or corrective actions h. Instructions given/received and conflicts in plans and/or specifications i. Contractor's verification statement. These records shall indicate a description of trades working on the project; the number of personnel working; weather conditions encountered; and any delays encountered. These records shall cover both conforming and deficient features and shall include a statement that equipment and materials incorporated in the work and workmanship comply with the contract. The original and one copy of these records in report form shall be furnished to the Government daily within 24 hours after the date covered by the report, except that reports need not be submitted for days on which no work is performed. All calendar days shall be accounted for throughout the life of the contract. The first report following a day of no work shall be for that day only. Reports shall be signed and dated by the CQC System Manager. The report from the CQC System Manager shall include copies of test reports and copies of reports prepared by all subordinate quality control personnel. C.12. PERFORMANCE REQUIREMENTS SUMMARY: This summary identifies critical success factors for the contract. It identifies both the performance objectives for those factors and the required performance measurements required for each performance objective. The Government reserves the right to inspect all services called for in the contract to determine whether or not the performance objectives and goals were met. The Performance Requirements Summary is an integral part of the QASP. Performance Evaluation and Re-Performance. Performance of a service will be evaluated to determine whether or not it meets the required performance measurement. Re-performance is the method of correcting any unacceptable Performance. The contractor shall provide the Government written or verbal response why the required performance measurement was not met and how performance will be re- performed. C.13. INVOICES AND PAYMENT a. Payment for services under this contract will be processed on a quarterly basis upon receipt of an invoice. No payment shall be received for time not worked. SUBMISSION OF INVOICES (a) Original invoices for services performed under the contract will be submitted for review and certification to the: OPERATIONS PROJECT MANAGER JENNINGS RANDOLPH LAKE P.O. BOX 247 ELK GARDEN, WV 26717 Payment will be submitted by the above mentioned to the USACE Finance Center in Millington, TN.