STATEMENT OF WORK FOR ELEVATOR, ESCALATOR AND MOVING WALK A-17 SAFETY CODE INSPECTION AND TECHNICAL CONSULTING SERVICES

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1 STATEMENT OF WORK FOR ELEVATOR, ESCALATOR AND MOVING WALK A-17 SAFETY CODE INSPECTION AND TECHNICAL CONSULTING SERVICES AT RONALD REAGAN WASHINGTON NATIONAL AIRPORT PREPARED BY: Metropolitan Washington Airports Authority Ronald Reagan Washington National Airport Engineering and Maintenance Department (MA-120) Maintenance Engineering Division (MA-126) December 9, 2009

2 SECTION I - TABLE OF CONTENTS SECTION I - TABLE OF CONTENTS I-1 SECTION II - INTRODUCTION AND SUMMARY OF WORK II-1 01 INTRODUCTION II-1 02 SUMMARY OF WORK II-1 SECTION III - DEFINITIONS SECTION IV - BASE SERVICES III-1 IV-1 01 DESCRIPTION OF SERVICES IV-1 02 INSPECTION PROGRAM IV-1 03 INSPECTION SCHEDULE IV-1 04 PRE-INSPECTION MEETING IV-2 05 INSPECTION PROCEDURES (Authority Maintained Units) IV-2 06 INSPECTION PROCEDURES (Tennant Maintained Units) IV-2 SECTION V - SUPPLEMENTAL SERVICES V-1 01 DESCRIPTION OF SERVICES V-1 02 CONTRACT SERVICES CALL ORDER V-1 03 INSPECTIONS AND TESTS V-1 04 TECHNICAL CONSULTING SERVICES V-2 SECTION VI - CONTRACT START UP VI-1 01 KEY CONTRACTOR PERSONNEL VI-1 02 AIRPORT SECURITY REQUIREMENTS VI-1 SECTION VII - GENERAL REQUIREMENTS VII-1 01 CONTRACT MANAGER VII-1 02 INSPECTORS QUALIFICATIONS VII-1 03 CONTRACTOR PERSONNEL CONDUCT VII-1 04 QUALITY CONTROL PROGRAM VII-2 Statement of Work - Section I-1

3 05 RESPONSE TIMES VII-2 06 CONTRACTOR CHECK-IN/CHECK-OUT PROCEDURE VII-2 07 COMMUNICATION AND COORDINATION VII-2 08 ACCIDENTS VII-2 09 DELIVERY OF SUPPLIES VII-3 10 SECURITY PROCEDURES VII-3 11 SAFETY VII-4 12 FIRE PREVENTION AND PROTECTION VII-5 13 SMOKE FREE ENVIRONMENT VII-5 14 LOST AND FOUND PROPERTY VII-5 SECTION VIII - DOCUMENTATION AND REPORTING VIII-1 01 INSPECTION CHECK LIST FORM VIII-1 02 REINSPECTION CHECK LIST FORM VIII-1 03 SAFETY CODE COMPLIANCE LETTER VIII-1 04 SAFETY INSPECTION DATABASE VIII-1 05 MACHINE ROOM/SPACE CHECK CHARTS VIII-2 06 EQUIPMENT DEFICIENCY CHECK LIST FORM VIII-3 SECTION IX - SPECIAL REQUIREMENTS IX-1 01 REGULATION REQUIREMENTS IX-1 02 ASBESTOS CONTAINING MATERIALS/LEAD BASED PAINT IX-1 SECTION X - DELIVERABLES X-1 01 FIFTEEN (15) DAYS PRIOR TO CONTRACT START DATE X-1 02 THIRTY (30) DAYS AFTER CONTRACT AWARD DATE X-1 03 AS REQUIRED X-1 SECTION XI - CONTRACTOR FURNISHED RESOURCES XI-1 01 GENERAL XI-1 02 DIGITAL CAMERA XI-1 Statement of Work - Section I-2

4 03 SAFETY EQUIPMENT XI-1 SECTION XII - AUTHORITY FURNISHED RESOURCES XII-1 01 INSPECTION SUPPORT XII-1 02 AUTHORITY CONTACT INFORMATION XII-1 SECTION XIII - METHOD OF PAYMENT XIII-1 01 BASE SERVICES XIII-1 02 SUPPLEMENTAL SERVICES XIII-1 SECTION XIV - CONTRACT PHASE OUT XIV-1 01 SECURITY DEVICES XIV-1 02 RECORDS AND DOCUMENTATION XIV-1 SECTION XV - APPENDICES XV-1 A. SITE PLANS B. EQUIPMENT INVENTORY LISTINGS C. CONTRACT SERVICES CALL ORDERS Statement of Work - Section I-3

5 01 INTRODUCTION SECTION II - INTRODUCTION AND SUMMARY OF WORK The Metropolitan Washington Airports Authority (the Authority) is responsible for the operation, maintenance and repair of Ronald Reagan Washington National Airport (DCA). The elevator, escalator, moving walk, accessibility lift and material lift systems (EEMWS) (Appendix B) covered under this contract are located throughout the Airport and are owned and operated by the Authority and by private tenants (Airlines and Concessionaires). Ronald Reagan Washington National Airport served 18,000,000 passengers in Terminal B/C elevators, escalators and moving walks became operational in July The Terminal A Pedestrian Tunnel elevators, escalators and moving walks became operational in September Units located in the out buildings were installed prior to SUMMARY OF WORK The contract that will be awarded by this solicitation shall provide for recurring and as needed ASME A17 safety code inspections and tests, technical consulting, equipment condition surveys, preventive maintenance performance evaluations and equipment data trend analysis for the EEMWS at DCA. The contractor shall furnish all labor, supervision, materials, equipment, tools, transportation and incidentals necessary to effectively and efficiently fulfill all the requirements of this contract. The elevators, escalators, and moving walks included in this contract vary by manufacturer, model, age, size, and performance characteristics and are subject to intense use in operating times and passenger loads which most properties and equipment do not experience. Consequently, the elevators, escalators, moving walks, and associated systems and equipment included in this contract require a significantly higher degree of preventative maintenance, service, repair, inspection, and testing than typical commercial installations. The term of this requirement is intended to consist of a one (1) year base period with two (2) one (1) year options. Statement of Work - Section II-1

6 SECTION III - DEFINITIONS ACCEPTANCE INSPECTION AND TEST - Inspections and tests required by ASME A17 when accepting the installation of new or renovated equipment. AIRPORT Shall refer to Ronald Reagan Washington National Airport, aka, DCA as described in the SOW. AOA - Aircraft Operation Area - The portion of the Airport used or intended to be used for landing, takeoff or surface maneuvering of aircraft. This is a security area requiring security badging. Workers in this area are required to obtain and display an AOA photo ID credential. Drivers in this area are required to obtain an Aerodrome Vehicle Operator's Permit. ASME A17- American National Standards Institute/American Society of Mechanical Engineers Safety Codes (ANSI/ASME) A17.1, A17.2.1, A17.2.2, A17.2.3, and A17.3 ATCT Air Traffic Control Tower. AUTHORITY BUSINESS OFFICE HOURS - 6:00 A.M. through 4:30 P.M. EST/DST, Monday through Friday, excluding weekends and holidays. CALL ORDER Document which contains a detailed description of the services, cost estimate, and schedule required for the authorization of any work performed under Supplemental Services. CDP - The Authority s Capitol Development Program at DCA. CLEAN The absence of dirt, litter, debris, dust, surface marks, fingerprints, spills, oils, gum, grime, film, stains, streaks, spots, blemishes, chemical residue, and/or any other foreign matter or chemical residue that cannot be removed without permanently damaging the underlying surface. CMMS - Computerized Maintenance Management System used to schedule and generate work orders for all maintenance and repair activities performed on the EEMWS covered under this contract. CORRECTION - The elimination of a violation or deficiency. COTR Contracting Officers Technical Representative. DCA - Ronald Reagan Washington National Airport DEFICIENCY Any condition that exists in the appearance, function or condition which does not meet the requirements of the OEM operating/maintenance guidelines or industry standards. EEMWS Elevator, Escalator, and Moving Walk Systems. The EEMWS are limited to the elevators, escalators, moving walkways, and material and accessibility lifts systems located at DCA. FEDERAL AVIATION ADMINISTRATION (FAA) - The federal branch of the government responsible for the regulations and procedures related to air transportation. HCS - Hazardous Communication Standard also known as HAZCON. INSPECTION AND TEST CHECKLIST FORM - ASME A17 checklist forms, which shall be used by the contractor to document the safety code inspection and re-inspection of elevators, escalator moving walks and accessibility and material lifts. (A050C7, A134C1 or A141C1) Statement of Work - Section III-1

7 JOB SITE - The area within the Airport property lines or portions of such area, which are defined within the SOW (Appendix A). LITTER - Debris, waste paper, rags, dust, dirt, beverage containers, trash etc. MA DCA, Engineering and Maintenance Department, Maintenance Engineering Division METROPOLITAN WASHINGTON AIRPORTS AUTHORITY (the Authority) - The public body responsible for the operation and management of both Ronald Reagan Washington National Airport (DCA) and Washington Dulles International Airport (IAD). OEM Original Equipment Manufacturer OSHA - U. S. Occupational Safety and Health Administration. The Federal Government agency responsible for providing the rules and regulations on safety and health requirements in the work place. PRIMARY TERMINAL OPERATING HOURS Airport terminals are open to the public 24 hours a day. The hours of operation are 6:00 AM through 11:00 PM EST/DST, daily 365 days a year (includes weekend and holidays). QUALITY CONTROL PROGRAM - A method used by the contractor to assure that quality services are provided to satisfy the contract requirements. QUALITY ASSURANCE - A means by which the Authority is able to confirm that the quantity and quality of services received conformed to contract requirements. These methods/procedures are not intended to aid the contractor in the performance of the contract requirements and shall not be a substitute for contract quality control. ROUTINE AND PERIODIC INSPECTIONS Inspections and/or tests scheduled in intervals of six months and twelve months as required by ASME A17. STATE - The Commonwealth of Virginia SUPERVISOR - Supervises individuals and/or groups/teams of employees/subcontractors. SOW Statement of work VIOLATION Any condition that exists which does not comply with the requirements of applicable American National Standards Institute/American Society of Mechanical Engineers Safety Codes (ANSI/ASME) A17.1, A17.2.1, A17.2.2, A17.2.3, and A17.3 VANDALISM/ABUSE - Willful or malicious abuse and/or destruction of property. WORK ORDER DESK - Unit responsible for receiving, dispatching and tracking service requests and where the contractor shall check-in and check-out when arriving or departing the job site. (703) Statement of Work - Section III-2

8 01 DESCRIPTION OF SERVICES SECTION IV - BASE SERVICES The contractor shall furnish all labor, supervision, materials, equipment, tools, transportation and incidentals necessary to perform and document ASME A17 safety code inspections as described herein on all of the EEMWS listed in Appendix B. 02 INSPECTION PROGRAM A. The contractor shall be responsible for compliance with inspection scheduling, executing, tracking and documenting the American Society of Mechanical Engineers Safety Code (ASME A17) inspection program for all EEMWS listed in Appendix B. B. The contractor shall implement an inspection program that shall cover the applicable required inspections and tests (routine, periodic and 5 year) as listed and described in ASME A17 for all of the EEMWS listed in Appendix B. C. The contractor shall execute a quality control program to ensure all of the measures and elements of an inspection and/or test are performed in accordance with the requirements of the applicable ASME A17 code for elevators, escalators and moving walks. D. Unless otherwise arranged with the COTR, all fire detection devices shall be inspected and tested during the periodic safety code inspection. E. The contractor shall document all A17 code inspections using the latest version of inspection and reinspection ASME checklist forms. F. During the A17 code inspections, the contractor shall also identify and document on a separate form (Equipment Deficiency Checklist) any deficiencies related to maintenance or equipment conditions to include but not limited to; parts, assemblies, items or adjustments which are approaching the end of their useful service life, evidence of improper or lack of maintenance, abnormal wear due to maladjustments, and general condition of the equipment. G. The COTR shall be notified in writing immediately of any code violation or discrepancy, requiring a unit to be placed out of service or which may cause damage or personal injury. 03 INSPECTION SCHEDULE A. Routine and Periodic Code Inspections are defined as follows. Routine Code Inspection ASME inspection and test to be performed at intervals not longer than six (6) months. Periodic Code Inspection ASME inspection and test to be performed at intervals not longer than one (1) year (includes routine inspection and test as well as additional items required for periodic inspection and test). Periodic (Annual) Code Inspections: Elevators March Escalators, Moving walks - April Routine (Semi-Annual) Code Inspections October 5 Year - Code Inspections April 2011 Statement of Work - Section IV-1

9 B. The units listed are considered high impact and shall be inspected during the times listed. ATCT Elevator Units 43 and 44 All inspections shall be performed outside of primary terminal operating hours. Garage A Elevator Units 29, 30, 31, 32 Periodic inspections shall be performed outside of primary terminal operating hours. Garage B Elevator Units 46, 47 and 48 Periodic inspections shall be performed outside of primary terminal operating hours. Garage C Elevator Units 49, 50 and 51 Periodic inspections shall be performed outside of primary terminal operating hours. Terminal B/C Elevator Units 80, 81 and 82 Periodic inspections shall be performed outside of primary terminal operating hours. Terminal C Escalator Units 62 and 63 Periodic inspections shall be performed outside of primary terminal operating hours. Terminal C Elevator 58 Periodic inspections shall be performed after 2:30 PM. Terminal B Elevator 99 Periodic inspections shall be performed after 2:30 PM. 04 PRE-INSPECTION MEETING Prior to the start of the scheduled A17 safety code inspections, the contractor shall attend and participate in an on-site meeting at the Airport with the COTR and the assigned support personnel. The purpose of this meeting is to coordinate and plan the upcoming inspection process, to facilitate egress within the accessibility routes of the Airports and to schedule with the Authority s EEMWS maintenance contractor and Authority maintenance sections. 05 INSPECTION PROCEDURES (Authority Maintained Units) A. The contractor shall, when authorized by the COTR, coordinate and schedule the inspections with the Authority s EEMWS on-site maintenance contractor in accordance with the inspection schedule or as directed by the COTR. B. The contractor shall comply with the Check-In/Check-Out procedures as described in Section VII of this SOW. C. The contractor s inspector shall meet with the COTR at the end of each day while on site performing inspections. The estimated duration of these meetings is fifteen (15) minutes. The purpose of these meetings it to provide the COTR with the completed inspection check lists for inspections performed that day, progress of the inspections, discuss any issues concerning the inspection program, staff, equipment or other relevant issues. 06 INSPECTION PROCEDURES (Tennant Maintained Units) A. The contractor shall, when instructed by the COTR, coordinate and schedule inspections directly with the owner of the equipment and notify the Authority at least ten (10) working days prior to each scheduled inspection. When scheduling periodic or five-year inspections the contractor shall, when instructed by the COTR coordinate directly with the owner) to ensure that the owner s maintenance contractor provides mechanic/technician support. Five (5) year inspections shall be scheduled in writing at least sixty (60) days in advance. B. The contractor s inspector shall in addition to completing the appropriate ASME inspection checklist prepare and submit within two (2) days of the inspection and test an exception report simultaneously Statement of Work - Section IV-2

10 with the checklist, detailing code violations or deficiencies noted during the inspection plus a notation on which violations will require the unit to be placed out of service or re-inspection by the Inspector. C. The COTR shall provide the contractor with information on corrections of violations/discrepancies as received from the owners" and/or service contractor., at the Authority's request, the contractor shall reinspect certain units to verify the correction of identified violations/deficiencies, provide inspection reports and repeat code violation notification letters following procedures described above. D. The contractor s inspector shall meet with the COTR, at the end of each day while on site performing inspections. The estimated duration of these meetings is fifteen (15) minutes. The purpose of these meetings it to provide the COTR with the inspection checklists, progress of the inspections, discuss any issues concerning the inspection program, staff, equipment or other relevant issues. Statement of Work - Section IV-3

11 01 DESCRIPTION OF SERVICES SECTION V - SUPPLEMENTAL SERVICES The Authority may, during the term of this contract, request that the contractor perform supplemental services which are outside the requirements of the base services portion of the contract, i.e., provide post accident/injury inspections and tests (Type I), technical on-site consulting/inspections to the Authority on projects (Type II) such as additions to equipment, rehabilitation/refinishing or repair work required to bring equipment up to standards with the provisions of current applicable laws (Federal, state local, NFPA, ASME/ANSI, BOCA etc. including Americans with Disabilities Act (ADA), OSHA, and ASME A17 Safety Code) and provide data analysis and trending presentations. 02 CONTRACT SERVICES CALL ORDER A. The COTR shall provide the contractor with a Contract Services Call Order (Appendix C) which includes a description of the work that is required. The contractor shall provide the COTR a detailed cost and time estimate which includes an itemized breakdown for labor, parts and materials as well as a schedule with critical milestones for completing the requested supplemental service. The COTR will authorize the contractor to proceed by signing the Call Order. The Call Order becomes binding when the contractor signs the Call Order. B. Labor rates included on the cost schedule for the contract shall be used in preparing supplemental services estimates. The contractor shall not proceed with any of the work described in such call orders until written authorization has been received from the COTR. C. The contractor will be reimbursed for the labor and materials to complete such tasks in accordance with the provision of Section XIII of this SOW entitled "Method of Payment". D. The Authority shall incur no obligation for out of scope work that is not authorized in advance, in writing with the exception of Type I inspections on post accident/injury inspections that may be directed verbally to initiate the emergency service. Call orders for Type I inspections will be issued the following business day. 03 INSPECTIONS AND TESTS A. Type I Inspection and Test - The Authority may require that the contractor respond/perform and deliver services on specific units for various reasons including but not limited to, maintenance concerns, post accident/ injury inspections or equipment failure evaluations and analyses. The contractor shall respond on site within 2 hours, perform the services and provide the COTR with all inspection checklists and/or reports immediately after the conclusion of the inspection and prior to the contractor s departure from the site. B. Type II Inspection and Test - The Authority may require that the contractor respond/perform and deliver inspections, tests and evaluations on specific EEMWS units for various reasons including but not limited to; maintenance concerns, equipment improvements, unique equipment operational problems, upgrades or modifications and equipment failure analyses. The contractor shall respond on site within 24 hours, perform the services and provide the COTR with all inspection checklists, recommendations and/or reports within 2 days from date of inspection. C. Acceptance Inspection and Test - The Authority may require that the contractor monitor and/or perform acceptance inspection of new, repaired and/or rehabilitated equipment. Perform on-site Statement of Work - Section V-1

12 inspection to ensure compliance with construction documents, manufacturer specifications, industry standards, and/or warranty requirements. 04 TECHNICAL CONSULTING SERVICES The contractor may be requested to perform technical consulting services such as: A. Review and analyze data contained in the Authority s CMMS databases to provide written reports from the equipment s history and events that will provide the COTR an assessment identifying deficiencies and/or recommended action for improvement. B. Develop and perform equipment analysis and trending evaluation presentations to upper level Authority management. The contractor shall make comparisons and discuss trends on safety resets, equipment down/up time and/or response time, and provide recommendations to improve the performance of the Authority s EEMWS and/or maintenance program. The contractor shall prepare and provide all visual aids necessary to support the presentations. These visual aids shall include handouts, overhead transparencies, and Power Point presentations. C. Attend and participate in meetings associated with the design and/or construction of new equipment, as well as maintenance, repair and/or upgrade of existing equipment. D. Review and analyze equipment related maintenance and repair history to assess the current condition of the equipment and to determine if the specified practice by the repair and maintenance service contractor has provided the Authority with the reliable, high quality, safe and cost effective conveyance equipment, and is in compliance with all applicable safety code and regulatory requirements. E. Develop plan, specifications and cost estimates for new equipment and/or equipment to be repaired or rehabilitated. Statement of Work - Section V-2

13 01 KEY CONTRACTOR PERSONNEL SECTION VI - CONTRACT START UP A. The contractor shall identify and provide the Contracting Officer and COTR with a list of names and telephone numbers of its key personnel who shall be responsible for fulfilling the requirements of this SOW including responding to emergency callbacks. Failure to be able to contact any of the persons on the list or their refusal to respond in an emergency situation shall constitute a failure to perform and shall be subject to deductions for damages caused and costs incurred by the Authority to obtain alternative response and remedy to the emergency. B. Resumes and certifications for the contractor s key personnel shall be provided to the Contracting Officer and COTR prior to the start of the contract and shall be updated whenever approved changes are made. 02 AIRPORT SECURITY REQUIREMENTS A. All contractor employees performing work at the Airports shall have in their possession a valid Airport security badge. The contractor shall provide a list of key personnel who shall be applying for security badges 15 days prior to the contract start date. All contractors employees working at the jobsite shall have completed the process to obtain a security badge no later than thirty (30) days from the award of the contract. B. The contractor shall be responsible for, at its own expense, obtaining the proper security clearance, fingerprinting, training and badges required to access the restricted areas of the airport including the Air Operations Area (AOA), Security Identification Display Area (SIDA). Identification badges issued by the Authority must be visibly worn at all times while in the SIDA. C. The contractor shall be responsible for, at its own expense, compliance with the requirements and procedures to obtain approval of any motor vehicle to operate in the Air Operations Area (AOA). D. The contractor shall complete and submit a TSA Work Eligibility Verification Form for all contractor employees performing work at the Airports. Statement of Work - Section VI-1

14 01 CONTRACT MANAGER SECTION VII - GENERAL REQUIREMENTS A. The contractor shall provide a Contract Manager with a minimum of three (3) years experience in successfully managing contracts of the size and scope described in this SOW. The Contract Manager shall have full authority to act on behalf of the contractor s firm at all times to carry out all the provisions of the contract. B. The name of a Contract Manager alternate who shall assume the Contract Managers duties when the primary Contract Manager is absent shall be identified in the Key Contractor Personnel list. C. The Contract Manager and/or alternate shall be available for calls 24 hours a day, seven (7) days a week. The Contract Manager shall meet as promptly as possible with the COTR at the COTR s request to discuss the performance of the work or other provisions of the contract. D. The Contract Manager shall possess sufficient computer software skills (Microsoft Office) to perform trending, queries and analysis of the CMMS databases for the purpose of creating reports and developing presentations using the resulting data. E. The Contract Manager shall possess the skills and expertise required to develop and perform equipment data analysis, comparison and trending presentations to upper level Authority management. 02 INSPECTORS QUALIFICATIONS A. All Inspections, tests and services covered by this contract shall be performed by Certified Elevator Inspectors (CEI) certified by the National Association of Elevator Safety Authorities (NAESA). Inspectors performing work on this contract shall also be certified by the Commonwealth of Virginia as an Elevator Inspector General through the Virginia Department of Housing and Community Development. Inspectors shall have a minimum of 3 years of experience as a certified elevator inspector. Inspectors' resume and certifications shall be provided to the Authority within fifteen (15) days prior to the contract start date. B. In the event the contractor hires new employees to perform inspections at the Airports, a copy of the inspectors' resume and certifications shall be provided to the Authority within five (5) days prior to the employee s intended start date. 03 CONTRACTOR PERSONNEL CONDUCT A. The contractor s employees shall at all times while on the job site, whether on or off duty, shall conduct themselves in a professional, orderly and safe manner. Rudeness, fighting, being under the influence of alcohol and/or drugs or bringing and/or consuming alcohol and/or drugs, gambling, soliciting, stealing, taking pictures or bringing cameras or other photographic devices anywhere on Authority property (unless fulfilling the requirements of this contract), and any immoral or otherwise undesirable conduct will not be permitted on the job site and shall result in immediate and permanent removal from the job site of any employee engaging in such conduct from work. B. The contractor agrees to transfer promptly from the Airports any employee or employees that the Authority advises are not satisfactory, and to replace such personnel with employees satisfactory to the Authority; but in no event will the Authority be responsible for monitoring or assessing the suitability of any employee or agent of the contractor. Statement of Work - Section VII-1

15 04 QUALITY CONTROL PROGRAM A. The contractor shall implement an effective quality control program. This program shall insure the contractor fulfills all the requirements of this SOW and shall include but not be limited to including all elements of the quality control program described in the Technical Proposal that the contractor submitted in response to the Authority's solicitation for this contract. The contractor shall, within fifteen (15) days of the contract award date submit its quality control program to the COTR for review on compliance to the following conditions. B. The quality control program shall specifically describe how inspections scheduled and unscheduled are conducted ensuring that the elements of their services and documentation are being provided in accordance with the contract documents. C. At all times during the contract term the contractor shall provide no less than the level of quality described in this SOW. 05 RESPONSE TIMES A. The contractor shall be available, when requested by the Authority, to respond to EEMWS emergencies as necessary at the Airports 24 hours, 365 days a year for the term of the contract. The contractor shall take necessary action as directed by the COTR after receiving verbal or written notification of any elevator, escalator, chair lift or moving walkway problems at the Airports. The contractor shall respond to Type I requests within 2 hours and Type II requests within 24 hours. B. Response time is defined as from the time the contractor receives the call from the Authority to the time the contractor arrives at the equipment involved in the request for service. 06 CONTRACTOR CHECK-IN/CHECK-OUT PROCEDURE The contractor shall immediately upon arriving to the job site check-in with the Authority s Work Order Desk ( ) and immediately prior to their departure from the job site shall check-out with the Authority s Work Order Desk. During callbacks the check-in by the contractor shall inform the Work Order Desk as to the purpose of the visit and on check-out the contractor shall apprise the Work Order Desk of the status of the unit(s) of which they responded. Check-in and check-out is defined as reporting in person or by utilizing an on-site Authority owned non-cellular phone to the Work Order Desk. There will be no exceptions to this requirement. 07 COMMUNICATION AND COORDINATION The contractor shall maintain an effective communication and coordination policy with the Authority utilizing , telephones, scanners, faxes, pagers, etc. to ensure the Authority is kept abreast of current equipment status, outages, post incident inspections, inspection and test documentation etc. for the term of the contract. 08 ACCIDENTS The contractor shall be responsible for promptly notifying the COTR and Airport Police of any accidents arising from the performance of this contract involving bodily injury to workers, building occupants, visitors, or other persons. The COTR will provide information necessary concerning whom to contact and the specific form of the follow-up written notice. Statement of Work - Section VII-2

16 09 DELIVERY OF SUPPLIES The contractor shall schedule its own supply deliveries and the supply deliveries of its vendors and subcontractors to coincide with the loading dock operating hours. 10 SECURITY PROCEDURES A. All contractor employees performing work at the Airport shall have in their position a valid Airport security badge. The contractor shall ensure the security badges are visibly displayed by the employees at all times while performing work at the Airport The contractor shall safeguard all security badges issued to its employees and subcontractors by the Authority to fulfill the requirements of this SOW. B. The contractor shall secure and safeguard all keys, key cards, and any other security devices and codes provided by the Authority. The contractor shall maintain a record of the key numbers issued to its employees. These prohibitions and requirements shall also be applicable to all individuals with regard to access, removal, and/or possession of any information, confidential data, materials, supplies, or equipment. The contractor shall not duplicate and shall not allow any such issued items to be duplicated or removed from the job site. C. The contractor shall not permit any employee(s) to have keys for access to locked rooms until it has been determined that permitting such employee(s) to have such access shall not be contrary to the Authority s interest, and that the employee(s) is authorized to be admitted in accordance with applicable security orders, rules, regulations and instructions as determined by Authority. D. The contractor shall immediately report to the Authority all keys issued to it by the Authority that are lost or stolen. The contractor shall be responsible for all loss, damages and expenses that the Authority incurs as a result of the contractor s loss of Authority keys. These costs include the expense of changing all locks to which the lost keys provided access. The cost of changing locks or keys to the building rooms or areas accessible by the lost or stolen keys shall be deducted from the contractor s invoice to the Authority for the services performed under the contract. E. The contractor shall ensure that, under no circumstances any of its employees shall enter an area not authorized for access by the COTR for the contractor. F. The Authority will not issue keys for sensitive security areas. Instead, the Authority will require the contractor s employees to be escorted at all times in this area by either Authority employees or the contractor s own employees who have authorized access to the area. G. All Airport security devices (keys, key cards, security badges etc.) issued to the contractor shall be surrendered to the Authority issuing office upon expiration/termination of the contract or discontinuance of employment of any of contractor personnel working at the Airport. It shall be the responsibility of the contractor to ensure all security devices are returned to the Authority. H. The contractor, its subcontractors, and all its employees shall be subject to, and shall at all times, conform with any and all rules, regulations, policies, and procedure pertaining to security at the airport. Any violations of the rules, regulations, policies, and procedures may be cause for immediate termination. Statement of Work - Section VII-3

17 11 SAFETY A. The contractor and each of its employees shall comply with all applicable OSHA and Authority rules and practices, including directives issued by the Airport Manager, Airport Operations, MWAA Police and Fire Departments, Federal Aviation Administration, and Authority Divisions while on the job site. B. The contractor shall provide and ensure that all personnel at the work site wear the safety devices/apparel described below when in areas designated by the Authority. Approved back support and protective devices Eye protection in compliance with ANSIZ Approved Hearing Protection Approved hand protection Other safety devices/apparel when conditions warrant C. The contractor shall furnish documentation as directed by the COTR of the completion of the approved safety training of equipment operators and other personnel. The safety training shall comply with all OSHA standards and a sample program shall be submitted to the COTR. D. The Authority reserves the right to inspect all areas for safety violations at its discretion, direct the contractor to make immediate improvement of necessary conditions and/or procedures, and/or stop the work if other hazards are deemed to exist. E. In the event that the Authority should elect to stop work because of any type of existing safety hazards after the contractor has been notified and provided ample time to correct, the contractor shall bear all costs for eliminating the hazard(s) and will not be granted compensation for the work stoppage. The contractor shall pay all additional expenses. F. The operation of the contractor s vehicles or private vehicles by the contractor s employees on or about the property shall conform to posted regulations and safe driving practices. Aisles, passageways, alleyways, entrances or exits to fire protection equipment must be kept unobstructed at all times. G. The contractor shall be responsible for initiating, maintaining and supervising all safety precautions and programs in connection with the performance of the contract. The contractor shall take all necessary precautions for safety of, and shall provide reasonable protection to prevent damage, injury or loss to persons, properties, equipment and vehicles. H. Damage caused by the contractor to any properties shall be repaired or replace to the satisfaction of the Authority at the expense of the contractor. The Authority, at its sole direction, may elect to repair or replace the damaged property, and deduct such costs from monies due the contractor. I. The contractor shall, within fifteen (15) days of the contract award date, submit its own detailed safety and protection plan/program that shall comply with all safety, environmental protection, property protection and health provisions of the contract. J. Prior to use of any products or materials, the contractor shall provide the following submittals for review and approval by the COTR. Contractor shall furnish three copies of each submittal. 1. Manufacturer s product data and literature 2. Manufacturer s installation recommendations 3. Material Safety Data Sheets (MSDS) Statement of Work - Section VII-4

18 12 FIRE PREVENTION AND PROTECTION A. Fire prevention and protection at Authority facilities property is essential. The Authority will provide limited fire prevention equipment within the facilities. The availability of fire protection equipment provided by the Authority shall not limit the contractor s responsibility or liability for maintaining a reliable fire prevention and protection program for its employees and the property serviced. B. The contractor shall be knowledgeable of and provide adequate and appropriate training for all employees in the proper method of reporting a fire. All pertinent information regarding fire-reporting procedures may be obtained from the COTR. 13 SMOKE FREE ENVIRONMENT The Authority s facilities are smoke free. The contractor and its employees shall adhere to the rules and regulations in regard to this facilities maintenance of a smoke free environment. 14 LOST AND FOUND PROPERTY The contractor shall turn in to the Authority Police Department all property found on the property of Ronald Reagan Washington National Airport immediately, any violations or disregard of the rules, regulations and/or policies may be cause for immediate termination. Statement of Work - Section VII-5

19 01 INSPECTION CHECK LIST FORM SECTION VIII - DOCUMENTATION AND REPORTING A. The contractor shall complete the appropriate ASME inspection checklist form (latest version) for each unit inspected, combining units on a single inspection checklist form shall not be accepted. Inspectors shall provide in the comments section, a detailed description of all code violations noted during the inspection plus a notation on which violations will require the unit to be placed out of service or require re-inspection. All comments written on the inspection checklist form shall be legible; checklists containing illegible writing shall be rejected. B. Completed inspection checklists shall have the words Passed or Re-inspection Required boldly printed or stamped on the inspection checklist after the inspection or re-inspection has been completed. C. The contractor shall document on the inspection checklist form before and after values/settings of any devices or equipment that require adjustments to be in compliance with ASME A17 Safety Code for Elevators, Escalators and Moving Walks. D. The contractor shall provide one original (COTR) and one copy (Authority s maintenance provider) of the completed inspection checklist by close of business on the day the inspection or re-inspection is performed. Electronic scanned copies of inspection reports will be accepted provided the reports are scanned separately; combining inspection reports in a single electronic document will not be accepted. E. The COTR shall be notified in writing immediately of any safety code violation, requiring a unit to be placed out of service or which may cause damage or personal injury. 02 REINSPECTION CHECK LIST FORM The contractor shall complete the appropriate ASME inspection checklist form (latest version) for each unit s re-inspection, combining units on a single re-inspection checklist form will not be accepted. The contractor shall attach a copy of the original inspection checklist form to the re-inspection checklist form and submit to the COTR by close of business on the day the re-inspection is completed. Electronic scanned copies of reinspection reports will be accepted provided the reports are scanned separately; combining inspection reports in a single electronic document will not be accepted. 03 SAFETY CODE COMPLIANCE LETTER The contractor shall provide the COTR with a Safety Code Compliance Letter no later than 5 business days following the completion of an inspection cycle (Routine, Periodic and 5 year) certifying to the Authority that all units cover under this contract were inspected and are or not in compliance with the appropriate ASME A17 inspection or tests requirements. The letter shall be on contractor s company letterhead and shall identify, at a minimum; the type of inspection, the code that the unit was inspected by, the date the inspection was performed, the unit number, type and location. 04 SAFETY INSPECTION DATABASE A. The contractor shall maintain and update for the term of the contract an automated informational database of the execution of their work on all the EEMWS listed in Appendix B. The computer software that shall be used to maintain this database shall be Microsoft Office Professional (latest version). The database formatting and contents shall be submitted to the COTR for approval of compliance with paragraph B within fifteen (15) days of the contract start date. Statement of Work - Section VIII-1

20 B. The database column contents shall include the following information. The contractor may suggest additional information to be included as well and submit it to the COTR for approval prior to adding it to the database. The database shall at a minimum record the following data: 1. Unit number 2. Unit type 3. Location 4. Date of recent inspection 5. Type of recent inspection 6. Inspection status, i.e., issue certificate, re-inspection required 7. Number identification from inspection form or ASME 17 of code violation 8. Re-inspection date 9. Re-inspection status, i.e., issue certificate, re-inspection required 10. Current certificate expiration date 11. Next scheduled inspection date 12. Next scheduled inspection type C. The Authority will provide the contractor with additional or updated information to be added in the database; such as new equipment, dates of projected renovations, scheduled major maintenance and/or other related items. D. The contractor shall provide the Authority with an updated copy of the database in electronic, printed and computer storage media form (CD ROM) Microsoft Office Professional (latest version) compatible whenever information is added/deleted or updated. E. The contractor shall provide and submit to the COTR a yearly electronic file copy by and CD of the Safety Inspection Database. 05 MACHINE ROOM/SPACE CHECK CHARTS The contractor shall review, make entries and sign the Machine Room/Space Check Chart each time the inspector enters the machine room for inspection. The check charts currently document all inspections, preventive maintenance and corrective repair activities completed on the systems and equipment. The inspector shall note on the equipment deficiency checklist form any discrepancies or abnormalities relating to the machine room check chart entries. The charts are configured to include at a minimum the following information: 1. System, equipment, assembly and part identification. 2. Description of work activity (i.e. weekly PM, monthly PM, annual PM, repair, routine/periodic inspection etc. etc.) 3. Time when system/equipment was removed from service and restored to operation. 4. Comment space for recommendations, follow-up activities and other commentary related to maintenance, service, and warranty. 5. Oil usage log 6. Service personnel name, date and signature Statement of Work - Section VIII-2

21 06 EQUIPMENT DEFICIENCY CHECK LIST FORM All maintenance and/or equipment deficiencies not related to the safety code inspection that are identified during the safety code inspection shall be noted on a separate check list form. The contractor shall document all deficiencies found, provide digital photos to verify each deficiency and provide recommended corrective action. Typical examples would be dirty handrails, excessive lubrication, missing parts, items which are approaching the end of their useful service life, evidence of improper or lack of maintenance, abnormal wear due to maladjustments, and general condition of the equipment. Statement of Work - Section VIII-3

22 01 REGULATION REQUIREMENTS SECTION IX - SPECIAL REQUIREMENTS A. The contractor shall comply with all applicable Federal, State, local, Authority and the Airports regulatory, code and procedural requirements including: 1. The Authority s: Construction Safety Manual Orders and Instructions Bulletins Design Manual 2. The Airport s: Advisories Orders and Instructions Security, Traffic and Parking Requirements Safety Procedures including Lockout/Tagout, Confined Space Entry, Hazardous Materials, Material Safety Data Sheets etc. B. The contractor shall report all incidents and accidents immediately to the Authority in accordance with Federal and State laws and regulations and Authority Orders and Regulations. 02 ASBESTOS CONTAINING MATERIALS/LEAD BASED PAINT A. Most facilities at the Airport except for current CDP construction were constructed prior to Therefore, these facilities should be presumed to have both Asbestos Containing Materials (ACM) and paint containing lead in their construction. B. Prior to undertaking any activities that could disturb these materials the contractor shall obtain prior written approval from the Authority to proceed with such activities. Statement of Work - Section IX-1

23 SECTION X - DELIVERABLES The Contractor shall be required to submit the following records to the COTR: 01 FIFTEEN (15) DAYS PRIOR TO CONTRACT START DATE A. INSPECTORS CERTIFICATIONS Section VII, 01 B. LIST AND RESUMES OF ALL KEY PERSONNEL Section VI, 01 C. LIST OF PERSONNEL REQUESTING SECURITY BADGES Section VI, 02, A D. SAFETY INSPECTION DATABASE Section VIII, 04, A 02 THIRTY (30) DAYS AFTER CONTRACT AWARD DATE A. SECURITY BADGES Section VI, AS REQUIRED A. SAFETY INSPECTION DATABASE Section VIII, 04, E B. SAFETY CODE COMPLIANCE LETTER Section VIII, 03 C. RESUMES OF ALL NEW KEY PERSONNEL Section VI, 01, B Statement of Work - Section X-1

24 SECTION XI - CONTRACTOR FURNISHED RESOURCES 01 GENERAL The contractor shall furnish all resources (i.e. labor, materials, equipment and supervision, transportation and incidentals) necessary to fulfill all the requirements and satisfactorily perform all the services described in this SOW in a safe, orderly, timely, efficient and workmanlike manner 02 DIGITAL CAMERA The contractor shall provide a digital camera at all times while on the Airport to document safety violations and equipment conditions. 03 SAFETY EQUIPMENT The contractor shall provide all safety equipment/devices, personal protective equipment and clothing as required for its inspectors. Statement of Work - Section XI-1

25 01 INSPECTION SUPPORT SECTION XII - AUTHORITY FURNISHED RESOURCES The Authority will provide an inspection support team for all safety code inspections, Type I and II inspections and acceptance inspections through its current EEMWS maintenance contractor. The maintenance contractor will provide free and clear access to all equipment and perform inspection tests and adjustments for the inspector to witness. The Authority s Electronic Tech Section will provide fire detection device testing support. The Authority s maintenance personnel and/or the Authority s maintenance contractor will not provide security escort services to un-badged inspectors. 02 AUTHORITY CONTACT INFORMATION The Authority will provide phone numbers, and mailing addresses for the Contracting Officer, COTR and other Authority key personnel as are warranted. Statement of Work - Section XII-1

26 SECTION XIII - METHOD OF PAYMENT The contractor shall submit one (1) invoice on a monthly basis for all services completed to the satisfaction of the respective COTR at the end of the month in which the services were performed. The Authority shall incur no obligation for out of scope work that is not authorized in advance, in writing. These monthly invoices shall be itemized to provide a breakdown of cost for all contract base services work according to the following: 01 BASE SERVICES A. The contractor shall invoice the Authority for inspection services at the end of each calendar month in which the work was performed and completed in accordance with the SOW, and shall be paid for actual services performed. B. The Authority reserves the right to withhold a portion of the monthly payment to the extent the contractor has not fulfilled the requirements of the SOW for the month in which the services were performed 02 SUPPLEMENTAL SERVICES The contractor will be reimbursed for the labor required to complete supplemental service tasks in accordance with the fully loaded labor rates specified in the cost Schedule. The contractor will be reimbursed for the materials used in the performance of supplemental services at invoice plus 10 percent. The contractor shall not invoice the Authority for any work unless a call order signed by the COTR has been received or for any work described in a Call Order until after all the work described in the call order has been completed to the satisfaction of the COTR. Statement of Work - Section XIII-1

27 SECTION XIV - CONTRACT PHASE OUT 01 SECURITY DEVICES Upon expiration/termination of the contract or discontinuance of employment of any of contractor personnel working in the Airport, all airport keys, key cards, security badging and all other Authority security devices shall be surrendered to the Authority issuing office. 02 RECORDS AND DOCUMENTATION Upon contract termination or the end of the contract period all records and documentation, including, but not limited to, Databases, Drawings, O&M Manuals, Equipment History Data, etc. shall remain the sole property of the Authority. Statement of Work - Section XIV-1