05 GatePM_PWS-2020-03-31.pdf

U.S. DEPARTMENT OF ENERGY

WESTERN AREA POWER ADMINISTRATION

PERFORMANCE WORK STATEMENT (PWS)

Motorized Gate Preventive Maintenance & Repair March 31, 2020

1. REQUIREMENT OVERVIEW

1.1. Scope

The Western Area Power Administration (WAPA) Sierra Nevada Region (SNR) requires a contractor to perform semiannual Preventative Maintenance on the motorized gates located in the region. SNR requires a qualified contractor for the semiannual maintenance on the gates and to provide emergency repair services when requested and approved by the Contracting Officer’s Representative (COR).

The terms WAPA, Western, SNR, and the Government are used interchangeably in this document, and all have the same meaning.

1.2. Location

WAPA, part of the U.S. Department of Energy (DOE), is a Federal power marketing administration that markets and delivers reliable, cost-based hydroelectric power and related services. SNR serves customers in California and Nevada. SNR’s mission includes maintenance and operation of the high-voltage transmission system, including substations and high-voltage power transmission lines that deliver power to its customers. SNR has a headquarters site, maintenance facilities, and substation sites with gates for security. It is critical that the WAPA gates function reliably.

1.3. Location

The gates are located at a number of SNR sites, from Redding in the north to Tracy in the south.

The exact locations are listed on attachment A of this PWS.

2. PERFORMANCE REQUIREMENTS

2.1. General Requirement

2.1.1. The Contractor shall provide all equipment, tools, labor, management, supervision and travel required to perform maintenance on the motorized gates.

2.1.2. Contractor shall also provide miscellaneous consumable materials needed to perform the

PM service, including drive belts, cleaners, lubricants, hydraulic fluid, and rags.

2.1.3. Contractor shall provide qualified, trained, skilled personnel for the Preventative

Maintenance (PM) of motorized gates.

2.1.4. Provide preventative maintenance services on motorized gates which is to include that recommended by the manufacturer and the checks/services listed in Attachment B.

2.1.5. The contractor shall also provide 8 hours of additional unscheduled maintenance per quarter for support.

2.1.6. Provide emergency call-out repair of motorized gates components/systems when requested and approved by the COR.

2.1.7. If minor repairs are identified during the preventive maintenance, advise the COR of recommended repair. If approved by the COR, repairs may be made during the preventive maintenance site visit.

2.1.8. The contractor shall provide recommendations for additional needed repair action(s), if it goes above and beyond the standard maintenance tasks or those on attachment B.

2.1.9. Provide replacement recommendations when appropriate or otherwise indicated by the COR. In the event that any motorized gate is replaced the PWS remains the same with only the equipment changing.

2.1.10. The contractor shall perform all work under this contract in accordance with Federal, State, and local regulations.

2.2. Deliverables / Submittals

2.2.1. The Government requires ten (10) business days for review of each deliverable/submittal.

2.2.2. Safety Plan. The Contractor must submit a Safety Plan to the Government Contracting Officer (CO) and (COR) no later than ten (10) calendar days after contract award. WAPA’s approval of the plan is required prior to work commencement. The safety plan (Injury and Illness Prevention Plan) must meet California OSHA and industry standards. A Lockout/tagout program needs to be addressed in the Safety Plan. A fall protection plan shall also be addressed in the Safety Plan, if necessary.

2.2.3. List of Employees. The Contractor must furnish names of all personnel performing work on this contract to the COR no later than ten (10) calendar days after contract award. No unidentified or unauthorized personnel will be allowed or permitted on the work site.

2.2.4. Performance Schedule. Contractor shall submit a proposed work schedule for the performance of the PM services to the CO and COR no later than ten (10) calendar days after contract award. The first service shall be accomplished within 60 days of receipt of notice to proceed and the second service shall be performed six months after the first service is completed. Changes in the proposed schedule must be coordinated and approved by the COR. WAPA approval of the schedule is required prior to the commencement of work.

2.2.5. Safety Data Sheets. Prior to beginning work, each contractor shall provide WAPA with a list of all Chemicals and a SDS for chemicals that will be used. WAPA shall reserve the right to refuse the Contractor use of a specific chemical if it poses an excess risk or would require additional training of WAPA employees.

2.2.6. Written Report. The contractor shall provide at the conclusion of the PM services, a report of all PM performed by facility and gate identification number. Include in the report any irregularities revealed as a result of any inspections or adjustments and note any additional repair actions recommended, including cost estimates to correct any identified issues.

These recommendations will be reviewed by the Contracting Officer’s Representative (COR) and may be approved to be performed

3. WAPA REQUIREMENTS

3.1. Pre-Performance Meeting

The CO may determine it is appropriate to hold a Pre-Performance Meeting with the Contractor to discuss contract requirements prior to the start of work. The meeting may be held in person or by teleconference, at the discretion of the CO.

3.2. Contractor Personnel

3.2.1. The Contractor shall have a competent on-site representative authorized to act on behalf of the Contractor, available to the CO or COR to receive instructions or information regarding work under the contract. The on-site representative must be able to fluently speak and understand English.

3.2.2. The Contractor shall furnish adequate supervision at the premises to ensure that work is performed in a satisfactory manner. It is the responsibility of the Contractor to maintain surveillance over personnel employed to perform work on the contract.

3.3. Contract Work Hours

3.3.1. SNR normal business hours are 7:00 a.m. to 3:00 p.m., Monday through Friday, excluding

Federal holidays. Contractor work may be authorized outside normal business hours on a case-by-case basis with prior approval from the CO or COR.

3.3.2. The contractor may be called out for emergency repairs after normal business hours. The contractor must be capable of responding to an emergency call out to an SNR site within 4 hours after receipt of the service call.

3.4. Contractor Equipment, Materials, Supplies, and Storage

3.4.1. The Contractor must provide off-site storage space for all equipment, materials, supplies, etc. The COR may approve use for a temporary storage/laydown area. The Government is not liable for loss or damage to Contractor property.

3.4.2. Some substations may not have toilet and hand wash facilities. Contractor will provide portable toilet and hand wash facility for workers where needed.

3.5. Environmental Requirements

3.5.1. All materials generated from the project that can be recycled, shall be recycled. Quantities of recycled and waste materials shall be reported to the COR. The Contractor shall dispose of or recycle hazardous, universal, and non-hazardous waste material in accordance with all applicable Federal, State and local laws, regulations and ordinances and current policies and procedures identified by WAPA. Wastes shall be reduced by recycling, reusing, or reprocessing to the maximum extent practicable.

3.5.2. Hazardous, Universal, and Non-Hazardous Wastes. The Contractor will manage hazardous, universal, and non-hazardous wastes in accordance with all applicable State, Federal and Local regulations. If required, disposals of hazardous waste will be coordinated by the COR and the WAPA Environmental office. WAPA will be the generator of the waste. The Contractor must pay for the disposal, and WAPA Environmental will sign the manifest. The Contractor will choose a licensed hazardous waste Contractor to haul the waste. The Contractor will hold the chosen licensed hazardous waste Contractor contractually responsible to prepare the manifest or other required shipping papers, including selecting the proper shipping name, and classifying, packaging, marking, labeling, and placarding, and in all respects ensuring that any such hazardous waste consignment is in proper condition for transport according to applicable international and national governmental regulations. When the waste in question is packaged & labeled, the manifest is prepared, the transporter is on the jobsite and ready to haul the consignment then the Contractor will let WAPA Environment know the manifest is ready to sign.

WAPA Environment should be given an accurate estimate of when all these tasks will be completed, at least one (1) business day in advance. No wastes of any kind will be left on WAPA property following the completion of work performed under this contract.

3.5.3. If active bird nests (i.e., containing chicks or eggs) are found during the PM or install, removal of the nest must not occur without approval from Environment. In the event active nests are discovered work will stop and the COR will be immediately notified.

3.5.4. Contractor’s Liability for Regulated Material Incidents. All significant (>10 gallon or any amount to surface water) spills shall be reported to the COR and WAPA Environmental. Disposal of waste generated from spill response activities shall be managed according to the provisions of section 3.5.2. The Contractor is solely liable for all expenses related to spills, mishandling, or incidents of regulated material (such as, but not limited to petroleum products and corrosive materials) attributable to its employees’ actions or the actions of its Subcontractors. This includes all response, investigation, cleanup, and disposal costs. Reporting to environmental regulatory agencies, if required, would be performed by WAPA Environmental.

3.6. Safety Requirements

3.6.1. The Contractor shall comply with the latest effective standards promulgated by the

Department of Labor, Cal/OSHA, Occupational Safety and Health Administration, Safety and Health Standards, 29 CFR 1910 and 29 CFR 1925, and shall comply with all applicable safety and health regulations and requirements, including all applicable consensus standards incorporated by reference.

3.6.2. The Contractor shall take all reasonable precautions to protect the safety and health of employees and members of the public, and shall comply with all applicable safety and health regulations and requirements. The Contractor shall maintain an accurate record of, and shall immediately report to the COR and the CO, all cases of death, occupational disease, traumatic injury to employees or the public, or property damage. The Contractor shall report all near misses to the COR and CO within twenty-four (24) hours of the occurrence. These near-miss reports, identifying the nature of the hazard and the corrective actions which have been implemented to prevent a reoccurrence in the future, may be generic, with no mention of individual employees involved in the incident.

3.6.3. The Contractor is required to establish a Safety Plan/Program which includes, in addition to other requirements, an onsite pre-work safety meeting. The plan standard is available to the public at: https://www.wapa.gov/DoingBusiness/SellingToWestern/Pages/what-western-buys.aspx and the safety plan is under Section 1.4.1 of the Construction Standards. The plan shall address the relevant sections, the potential hazards and mitigation of the work being performed.

3.6.4. The Contractor shall ensure that its employees are provided with personal protective equipment (PPE) as necessary to comply with regulations and procedures. PPE includes, but is not limited to, occupational foot protection and eye and face protection as required by OSHA Standards, 29 CFR 1910 and Cal/OSHA.

3.6.5. The Contractor shall ensure that its employees have been appropriately instructed and trained in the proper use of any equipment, vehicles, and PPE needed for the performance of their duties. The Contractor shall ensure that its employees comply with all applicable Federal, State, and/or local safety rules and regulations.

3.6.6. If a subcontractor is utilized, the subcontractor will be aware of the prime contractor’s safety plan and adhere to those safety precautions.

3.7. Personnel Security Requirements

3.7.1. No Contractor or Subcontractor employee shall be allowed to work under this contract without prior approval being obtained from WAPA. This includes management personnel visiting sites.

3.7.2. Prior to being granted access to sensitive information such as technical system or architectural drawings, Contractor employees may be required to execute a Confidentiality and Nondisclosure Agreement with WAPA. Failure to execute this agreement shall be grounds for requesting removal from performance on this contract.

3.7.3. All information related to this contract is property of the Government and as such, must be safeguarded. This information may only be disclosed to Contractor personnel directly involved in the program management, administration, servicing or installation and shall not be released to anyone without the express written consent of WAPA or the originator of the information.

3.7.4. Contract personnel will conform to Federal requirements to ensure that workers are US citizens. If a foreign national is required to be at the work site, the contractor (to include any subcontractors) will have advance approval of the SNR Security Manager. A Foreign National Data Card request will be submitted 45 days prior to the start date of the individual and access will only be granted after final approval of this request.

3.8. Quality Control and Quality Assurance

3.8.1. The Contractor is responsible for quality control and shall utilize its own internal quality control processes to monitor performance of this contract. The Contractor shall develop and maintain a Quality Control Plan (QCP) to ensure all services are performed in accordance with the PWS.

3.8.2. Government Surveillance of Contractor Performance. WAPA personnel will inspect and verify Contractor performance. The Government may use various methods to perform surveillance of Contractor performance, including reviewing work products, customer input, random sampling, periodic inspection, Contractor reporting, etc. Performance deficiencies will be identified by the CO or COR in writing.