2.0 Appendix A RM_SO Process_20241220_PgM Reviewed Incorporated.docx

APPENDIX A

RECURRING MAINTENANCE AND SERVICE ORDER PROCESS

REQUIREMENTS

U.S. Army Engineering and Support Center Huntsville, AL

SECTION 1 – RECURRING MAINTENANCE PROCEDURE REQUIREMENTS

1.0 General Process

A. Contractor provides a Recurring Maintenance (RM) Master schedule per the PWS.

1) The schedule is listed as a deliverable in the contract PWS.

2) Schedule shall be separable by Service.

3) The Contractor shall provide a variance (days) between scheduled and actual performance and indicate whether variance is in or out of contract requirement.

4) Schedule date changes must be approved by the COR if outside the acceptable contract variance.

B. HNC PM sends the schedule out to Department of Logistics Agency – Energy (DLA-E), the respective Service Control Point (SCP), and the Fuel Maintenance Service Representatives (FMSRs).

1) HNC will review the schedule for acceptability.

2) The RM schedule shall be reviewed in each project call with the Contractor and the CEHNC PM shall obtain a written explanation for any missed RM events which shall include:

a. Reason for missed event and written documentation from the FMSR and CEHNC Contracting Officer providing concurrence and approval for the missed event.

b. Date deductive ECP will be sent to Army Corps of Engineers Huntsville Center (CEHNC).

c. Reschedule date if appropriate.

3) The Contractor shall not spread Annual, Semi-Annual, or Quarterly RM work beyond the scheduled dates of RM visit without Contracting Officer approval.

C. Contractor notifies FMSR 30 calendar days before start of work and a follow up confirmation 14 calendar days before start of work. The Contractor shall notify the site in writing and ensure positive contact is made via a phone call and in writing for the initial and follow-up schedule confirmations.

D. Contractor arrives at site to conduct Annual, Semi-Annual, or Quarterly Recurring Maintenance to include Minor Repairs Associated with Maintenance Activities.

1) The Contractor must provide a tentative schedule of maintenance activities to be performed while on site 30 calendar days before the start of any work. This must include facilities and systems that will receive maintenance by day

2) A follow up confirmation will be made 14 calendar days before start of work, at which time the Contractor and FMSR should further discuss the tentative schedule of onsite maintenance activities. The Contractor must contact the FMSR. by phone and via email for all coordination.

3) The Contractor shall conduct an in-brief with the FMSR of all RM activities to be performed during that event. After RM has been completed, an out-brief with the FMSR prior to leaving the site shall include a line by line review of deficiencies identified during the visit and must include before and after photographs of any completed repairs. At this time, the FMSR and Contractor have the opportunity to combine like work with same priority level. The out-brief also includes concurrence or non-concurrence from the FMSR for each deficiency. Deficiencies identified by the FMSR shall be added to the deficiency list and coded as FMSR.

4) The Contractor shall provide a daily report to the HNC PM and FMSR of all activities completed and any activities that could not be completed with an explanation. The daily report shall include the crew start and stop times with crew mix, all activities not completed for each day, and a list of any deficiencies identified and/or corrected while on site. Guidance on QC daily reports shall comply with UFGS Section 01 45 00 00.10 Quality Control.

E. Stakeholder Group requirements – The Contractor shall prepare a deficiency list with findings on the Government provided Excel spreadsheets. The Contractor must not deviate from the Government provided spreadsheets unless prior approval from COR. Deficiency list signed by the FMSR must be provided within five (5) business days of completing the RM visit and as part of the Final RM Report.

1) The deficiency list shall include all items as identified in the Government furnished spreadsheet. Some items include: facility number associated with each deficiency, scoping information, level of complexity, priority number, Unique Identifier, ROM cost range ($0-10k, $10-25k, $25k-$50k, $50k-$100k, $100k+), work plan request (with applicable justification), and notes.

2) Minor Repairs Required by Recurring Maintenance (Firm Fixed Price) per PWS Paragraph 3.4.1 that were identified and corrected during an RM visit. The FFP corrections must be marked complete or note provided when repairs can be made.

3) Minor Repairs Incidental to Maintenance Activities per PWS Paragraph 3.4.2 including subsequent paragraphs. Include balance sheet of each repair made across the contract year and balance sheet of each repair made per installation per year.

4) A status log of all Service Orders (SOs) marked appropriately with complete, cancelled, out for corrections, hold, etc.

5) Any critical items highlighted per the FMSR or Contractor.

F. Within 5 business days of completing maintenance, Contractor sends out an email containing all findings in the Government provided Excel spreadsheet with applicable photos to the HNC PM. HNC PM submits deficiency list to stakeholders for review.

G. Stakeholder group approves deficiencies for Service Order development within 14

APPENDIX A – RECURRING MAINTENANCE AND SERVICE ORDER PROCESS REQUIREMENTS

calendar days of findings and sends back to HNC for execution. Additional grouping of Service Orders may be requested by the Stakeholder group. HNC SO Desk assigns a Service Order Number to the deficiency and sends to the Contractor to develop repair packages. Work Plan authorization will be indicated on the Service Order. FMSRs will be copied on the final approved SO lists.

NOTE: DLA will communicate changes in approval policy to FMSRs and provide a copy of any relevant guidance to HNC for reference.

H. Contractor initiates all SOs within the number of days listed in this PWS. FMSR/DLA-E are notified of submission. No further review will be needed from Stakeholder Group so long as Service Order repair stays within ROM price range.

I. HNC approves Service Orders within 30 calendar days of receipt.

J. Contractor completes repairs within priority level timelines from PWS.

K. FMSR verifies the repairs were completed and signs SO package. Contractor routes completed SO package to HNC SO desk.

L. Full RM Report shall be submitted to HNC in RMS 30 calendar days after completion of RM visit and must meet the requirements for RM Reports as defined in the PWS and Appendix B. HNC reviews within 14 calendar days.

M. HNC provides RM report (Excel format) to DLA-E/SCP/QAE to identify corrected and open deficiencies as well as Completed and Open Service Orders.

NOTE: The monthly report will track deficiency aging and scheduled RM events. Deficiencies may be corrected with fixed price line items or via SOs in the system.

SECTION 2 – SERVICE ORDER REQUIREMENTS

2.0 General

In reference to this contract, a Service Order (SO) is a document that is initiated and approved by the Government, requesting the Contractor to perform minor repair work on federally funded petroleum systems/equipment at various Government installations and/or facilities covered by this contract. The Contractor shall provide all personnel, equipment, tools, materials, supervision, and all other services necessary to perform minor repair tasks. The Contractor shall provide a proposed price on the initially submitted Service Order. The price/quantity/process for completing the minor repair shall be subject to negotiations and the final price will be annotated on the Service Order. All Service Orders shall be considered firm-fixed price (FFP) agreements between the Contractor and the Government. All Service Orders shall completed and submitted on the Government-approved Service Order form provided in Attachment 1 of this Appendix.

Service Order Types:

A. Routine Service Order – A Routine Service Order (RSO) shall be submitted for non-emergency minor repairs as identified during the Recurring Maintenance Visit or as requested by the FMSR and as described in Paragraph 2.1. Submit RSO to CEHNC inbox: serviceorders@usace.army.mil B. Long Lead (LL) Service Order – A type of Routine Service Order as described in Paragraph 2.1.2. Submit LL SO to CEHNC inbox: serviceorders@usace.army.mil C. Independent Project Service Orders (IPSO) – A type of Routine Service Order as described in Paragraph 2.1.3. Submit IPSO to CEHNC inbox: serviceorders@usace.army.mil D. Emergency Service Order – An emergency Service Order shall be submitted for emergency repairs as requested by the FMSR and as described in Paragraph 2.2. Submit ESO to CEHNC inbox: serviceorders@usace.army.mil; DLL-CEHNC-FuelsSafety@usace.army.mil and DLA-FuelsEmergency-NTE@usace.army.mil.

E. Not To Exceed (NTE) Service Order – An NTE service shall be submitted if a site visit is required for troubleshooting in order to define the scope and price of a Routine Service Order or if the Contractor is already on site and a repair is requested by the FMSR. NTE SO price limit is at the Contracting Officer’s KO’s discretion. Specific requirements are described in Paragraph

2.3. Submit NTE SO to CEHNC inbox: serviceorders@usace.army.mil; DLL-CEHNC-FuelsSafety@usace.army.mil and DLA-FuelsEmergency-NTE@usace.army.mil.

2.1 Routine Service Orders

A Routine Service Order (RSO) is any repair identified during the RM visit or requested from the FMSR that is for non-emergency repairs. During scheduled maintenance visits, the Contractor will identify any deficiencies/possible repairs. The Contractor shall include these deficiencies/repair requirements as outlined in Section 1. The Contractor must identify an assumed NTP date and provided a project completion date based on this date.

The QAE can request a RSO at any time throughout contract duration. The intent is for the majority of Service Orders be originated from the RM Report allowing for proper planning of workload and approval with Stakeholder Group.

The Service Order package shall include at a minimum:

A. Service Order Form with all cells completed as applicable. Refer to Service Order Form Attachment 1.

B. Service Order revisions C. Task Complexity Determination Matrix D. AHA. Each Service Order shall have an AHA which has been approved by the Contractor Safety Manager.

E. L1 and L2 resumes if not provided with the APP F. Specific safety plans G. Photos to aerial photos where applicable may be requested at the discretion of the government. The contractor will follow the installation’s policy.

H. Manufacturers Data. Manufacturers catalog cuts and specifications shall be submitted as applicable to document the materials to be supplied. Also, manufacturers’ installation procedures or execution specifications shall be included as required to indicate the methods of installation of all materials. The Contractor shall use the manufacturer’s data to tie together the shop drawings, catalog cuts, and installation requirements into a comprehensive package that defines the maintenance/repair action.

Service Order package may also include as applicable:

A. Specifications. Specifications may be edited Unified Facilities Guide Specifications, industry specifications, or manufacturer’s product data. Work plan narrative shall specify what specifications will be followed. This is subject to approval by the KO.

B. Sketches/Schematics/Drawings. Sketches/schematics/drawings shall be submitted to show the detail, location, and relationship of all equipment and material.

Maintenance/repair actions involving potential life safety hazards shall be overseen and signed off by a registered professional engineer experienced in the area of the maintenance/repair.

C. Travel Expense Report. For NTEs and ESO the TER will be submitted with Service Order Package.

D. Lock out Tag out E. Certificates, Permits, License, Qualifications F. Project Schedule (for all repairs exceeding 14 days).

All labor, material, equipment, and/or service shall be included in the Service Order details prior to submitting Service Order for processing.

Completed work shall be documented in RMS following UFGS 01 45 00 00.10 Quality Control.

FMSR signatures: For RSOs, the FMSR will sign the Deficiency List created during the RM visit validating the requirement. Interim deficiencies submitted by the FMSR will use the Service Order Initiation Form and be signed digitally. The Contractor shall not begin work until receipt of a notice to proceed (NTP) issued by the Contracting Officer (KO) or Service Order Administrator (SOA). Upon completion of the repair, the FMSR will sign the Service Order verifying that the Contractor has completed the repair.

2.1.1 Routine Service Order Prioritization

The FMSR is responsible for determining the priority of a Service Order while reviewing the RM Deficiency List based on the priority determination matrix below. The Government Stakeholder Group for each Service will make the final determination on changes to prioritization assignments. The Contractor shall not change the priority.

PRIORITY DETERMINATION MATRIX

Instructions: QAE should estimate the priority of the service order.

This is meant to be a guide only. Final determination of priority will be determined by the Government Stakeholder Group. Provide justification for factors determined to be high priority.

FACTOR

PRIORITY NUMBER

Mission/Operation Impact

> 75% 75% < X > 25

< 25%

CRITICAL

OVERALL PRIORITY OF SERVICE ORDER

[Priority Determination – Indicate P1, P2, P3, or P0]

Priority 1 (high) – Contractor shall submit the Service Order package within 18 calendar days of initiation and complete the Service Order within 30 calendar days after receiving Notice to Proceed (NTP). If other site visits are scheduled during this timeframe the Service Order can be performed during the same visit; however, for priority 1 Service Orders, the most important factor is time and the Service Order shall be completed as soon as possible.

Priority 2 (medium) – Contractor shall submit the Service Order package within 25 calendar days of initiation and complete the Service Order within 60 calendar days after receiving Notice to

Proceed (NTP). The Contractor should make every effort to combine Service Orders at a location or group of locations to complete Service Orders with one mobilization.

Priority 3 (low) – Contractor shall submit the Service Order package within 32 calendar days of initiation and complete the Service Order at the next possible RM visit, or at most within 120 calendar days after receiving Notice to Proceed (NTP). Note that the next possible RM visit could be two RM visits from the time of initiation depending on when the Service Order is initiated (e.g., the FMSR initiates the Service Order shortly before an RM visit). The purpose of the Priority 3 Service Orders is to perform the Service Order at an RM visit unless the site is only receiving annual recurring maintenance. In either case, the Contractor will have 120 days to make every effort to combine Service Orders at a location or group of locations to minimize mobilization costs.

Priority 0 (critical) – Priority 0 can only be used for a follow-on repair related to an Emergency Service Order in the event an immediate permanent repair is not feasible and a temporary fix has been executed under the ESO. The ESO shall be finalized upon completion of the temporary repair. Contractor shall submit the follow-on Service Order package within five calendar days of receiving P0 service order number and complete the Service Order within 15 calendar days after receiving Notice to Proceed (NTP). If any parts are designated as long lead, then the Service Order must be executed within 15 calendar days after receipt of all parts. If other site visits are scheduled during this timeframe the Service Order can be performed during the same visit; however, for Priority 0 Service Orders, the most important factor is time and the Service Order shall be completed as soon as possible.

2.1.2 Long Lead Service Orders

A Long Lead (LL) Service Order is any RSO repair that cannot be completed within required performance timelines due to long lead time for materials procurement. The Contractor shall identify LL Service Orders with an “LL” on the Service Order form.

In the Service Order description section, the Contractor shall input the estimated time of arrival of the long lead item as applicable and provide a completion date for the Service Order.

All other review, approval, and execution parameters will be the same as a RSO.

2.1.3 Independent Project Service Orders

Independent Project Service Orders (IPSO) are those Service Orders that meets one of the following conditions:

A. The cost of the Service Order equals or exceeds $250K Simplified Acquisition Threshold (SAT) per facility.

1) If a service order has multiple facilities but none of the facilities equals or exceeds the SAT, the effort will not be considered an IPSO.

2) If a service order has multiple facilities and at least one of the facilities equals or exceeds the SAT, the entire service order effort will be considered an IPSO.

B. The total cost of the Service Order exceeds $1M regardless of the cost per facility.

C. The Service Order will be funded by a stand-alone MIPR requiring a contract modification even if the cost does not exceed the SAT per facility.

These projects may require a longer period of time for approval and execution. IPSOs shall following the process as outlined below:

A. QAE FMSR will identify the requirement with the Contractor.

B. Contractor will submit a Request for Information (RFI) in RMS to include a ROM cost, photos, and scope of work.

Note: Contractor is not allowed to submit any Service Orders at or above $250,000 without prior approval and coordination with HNC PM C. HNC will review the submitted RFI and discuss with DLA prior to acceptance confirming the use of the RMMR program. Approval or disapproval of IPSO will be documented in the RFI response.

D. If IPSO is approved, the Contractor will submit Service Order with an assigned Service Order number following the Service Order process to include the work plan package, all safety documents, and the RFI response to the Service Order desk.

E. HNC PDT will review the IPSO for cost and technical acceptance and may require further discussions or negotiations with the Contractor prior to final approval.

F. The Contractor will be given Service Order approval by contract modification from the Contracting Officer. The Contractor does not have authority to act upon direction of anyone other than a KO or SOA.

G. Contractor shall follow RSO process for execution unless further guidance is given by HNC PM.

2.2 Emergency Service Orders

Emergency Service Orders involve:

· Work that is mission critical (<50% capability)

· Work that is needed to avoid serious impact to life, health, or safety

· Work that is required to avoid or mitigate a negative environmental impact

· Work required to avoid or mitigate a Notice of Violation (NOV) Upon receiving an emergency request, the Contractor shall gather as much information as possible from the FMSR and submit via email a Not-To-Exceed amount to perform the emergency repair. Contractor shall have the three approved safety submittal requirements – Accident Prevention Plan (APP), Site Specific Addendums (SSA), and Activity Hazard Analysis (AHA) – or approved interim APP, SSA, & AHA in RMS prior to ESO approval. For ESO requests submitted during the APP interim acceptance period, a site-specific AHA and any required site- specific safety plan shall accompany the ESO request. Required safety plans and certifications must be current and complete. Specific submission requirements and approval validations may be addressed with HNC Fuels Program safety team. Contractors shall also have an approved Quality Control Plan or approved Interim Quality Control Plan in RMS prior to ESO approval. Specific submission requirements and approval validations may be addressed with HNC Fuels Project Engineers.

The email notification shall contain:

A. Contract Number and Name (Region) B. CLIN being charged C. A statement should be annotated on the emergency service order indicating criteria and nature of the emergency as outlined above in Paragraph 2.2.

D. Detailed description of emergency service order requested with contractor’s mitigation plan to repair.

E. Not-To-Exceed total with breakdown estimated cost of labor, material, equipment, and travel. An emergency service order shall be priced the same as a RSO. Additional breakdown may be requested by HNC SOA or PCO for more complex or larger service order request.

F. Any applicable attachments e.g. Safety documentation, certifications, photos, supporting evidence, etc.

The email shall be sent to the designated 24-hour emergency emails below:

KO/Service Order Administrator: serviceorders@usace.army.mil; and DLA-FuelsEmergency-NTE@usace.army.mil.

Safety Manager: DLL-CEHNC-FuelsSafety@usace.army.mil The Contractor SHALL NOT perform work until all safety documentation has been accepted by safety officer and approval to commence, either verbal or written, given by the KO or SOA.

When an emergency minor repair need is identified, it will retain highest priority over any concurrent regular scheduled maintenance and repair work. In the event an immediate permanent repair is not feasible and a temporary fix is in place, the ESO will be closed. A new follow-on service order labeled Priority 0 will be submitted for processing within five calendar days of Contractor receiving the service order number. RSOs with Priority 0 pose an ongoing, high risk for impact to mission readiness, health, safety, or critical property and will be reported on a weekly basis to stakeholders until work completion.

The KO or SOA may request additional engineering review for complex or high dollar ESOs. Any delays in approval due to additional requested reviews will be communicated to the QAE and DLA-Energy for situational awareness.

CEHNC will communicate any changes in ESO status to other Government stakeholders. Contractors shall not communicate status changes or any other change regarding ESO status to other Government stakeholders. This also applies to any delays due to funding issues.

The Contractor will be paid for emergency Service Orders under the firm-fixed price (FFP) minor repair and emergency response CLIN of the Order. As soon as possible following an emergency repair, the Contractor must prepare a complete Service Order package for the emergency Service Order. The completed Service Order package shall follow RSO process except for travel. The Contractor will submit completed and approved Travel Expense Report for each laborer who traveled including all supporting documentation as required by FAR 31.205-46 Travel Cost. Contractor will only be reimbursed for approved lodging costs incurred and must provide receipts for any costs in excess of the limit outlined by the FAR. Failure to provide receipts will result in no payment.

The completed Service Order package shall also include daily photo documentation of the completed work along with descriptions. The package shall provide reference to the specific QC daily reports in RMS that apply to the work so that the reports can be reviewed as needed alongside the Service Order.

FMSR signatures: For emergency Service Orders, the FMSR will only sign the Service Order once verifying completion of the work.

2.3 Not to Exceed (NTE) Service Orders

NTE Service Orders shall be used for one of the following situations:

· Troubleshooting

· Minor Repairs while Contractor is already on site Contractor shall clearly denote whether they are onsite or not in the email notification to the NTE Service Order inbox.

2.3.1 Troubleshooting Service Orders:

Troubleshooting Service Orders shall be submitted for costs that will be incurred while identifying the scope of work for a repair request made by a site FMSR. Troubleshooting Service Orders are reserved for complex or undefined repair needs. The troubleshoot request must identify the Contractor’s proposed completion date for the troubleshoot Service Order. The Government reserves the right to set a revised completion date, but the Contractor will be given an opportunity to revise their Service Order pricing and approach if the Government’s required date is significantly shorter than that proposed by the Contractor.

Completed troubleshooting Service Order packages shall include a report of findings. This report should include recommended courses of action along with daily photo documentation and descriptions of the troubleshooting work.

The Contractor SHALL NOT perform work until all safety documentation has been accepted by safety officer.

2.3.2 Contractor On-Site

In the event that a repair is requested by the Government while the Contractor is already on site, the Contractor may submit a NTE for the repair.

The Contractor SHALL NOT perform work until all safety documentation has been accepted by safety officer. In the event that the repair cannot be performed within the NTE limit, the Contractor shall immediately notify the KO. The KO will determine if a RSO should be submitted for approval in accordance with Paragraph 2.1 of this Section or if an NTE increase should be approved. An NTE increase is at the discretion of the KO or SOA (depending on price and authority limits) only.

As soon as possible following the completion of the repairs, the Contractor shall follow up with a written Service Order including detailed price of any repairs made during the site visit as well as detailed information documenting the repair work is inherent to this contract. Completed Contractor on site Service Order packages shall include daily photo documentation of the completed work along with descriptions. The package shall also provide reference to the specific QC daily reports in RMS that apply to the work so that the reports can be reviewed as needed alongside the Service Order.

FMSR Signatures: For NTE Service Orders, the FMSR will only sign the Service Order once verifying completion of the work.

2.4 Response and Completion Times

Unless otherwise stated in the PWS, the response times shall be as follows:

Emergency

12 hours

72 hours

Duty Hours unless requested by QAE

Troubleshoot

TBD for each SO

TBD for each SO Must be performed within Duty Hours unless requested by QAE

The Contractor has responded to routine request when the Contractor has gathered all necessary information required to complete the Service Order and submitted a complete Service Order package to HNC.

The Contractor has responded to an emergency request when the Contractor has gathered all necessary information required to complete the Service Order and submit an NTE request to the KO/SOA.

The Contractor shall notify the Government upon completion of each Service Order.

In the event that the Contractor cannot meet the performance objectives listed above, the Contractor shall notify the Government immediately and provide justification and an estimated completion time. For RSOs notification can be provided on the Service Order form. The KO will provide approval for the delay if it is outside the Contractor’s control and justifiable.

The Contractor shall identify the projected Service Order duration, in calendar days from NTP, for all Service Order submissions. This should be included on the Service Order form for Routine service orders and should be included in the initial Service Order request for NTE and Emergency Service Orders.

The Contractor must coordinate with the HNC PM to establish a response and completion time for each Service Order to be executed at logistically challenging locations as determined by the Government.

2.5 Service Order Stages

2.5.1 Initiation Stage

Initiation is defined as the number of days from when the Government requests the Contractor to develop the Service Order (start) until the Prime Contractor submits the Service Order to USACE (end). Service Orders shall be submitted within the response time requirements listed in the table below.

Service orders initiated by the Government stakeholder group via the deficiency list process outlined in Appendix A Section 1.0 do not require a signed FMSR initial validation form, as the FMSR’s signature on the deficiency list indicates their approval to perform the work.

2.5.2 Review and Approval Stage

Review and approval phase is defined as the time that it takes to process and approve a Service Order. If a Service Order is sent back for corrections, the additional time that the Contractor has the Service Order is considered Out for Correction (OFC) and is added to the initiation phase. The Contractor has up to five business days to correct and resubmit OFC Service Order.

2.5.3 Completion Stage

Completion phase is defined as the number of days from the Service Order NTP to completion of work. Service orders shall be completed within the timelines described in Paragraph 2.4. A Service Order completion report shall be submitted in accordance with Appendix B. The COR should be notified immediately if completed Service Orders submitted for FMSR signature are not returned by the FMSR after five (5) business days.

2.6 Service Order Process Requirements

2.6.1 Service Order Format

All Service Orders shall utilize the format in the Service Order spreadsheet. The SO spreadsheet will be provided after contract award.

The Contractor must convert all SO package documents to pdf files and create a pdf portfolio with all required signature documents and shall submit the pdf portfolio to the Government.

2.6.2 Service Order Numbering

Service order numbering format shall be XYZ-KTR-123, where “XYZ” is the site code, “KTR” is the Contractor’s three letter code, and “123” is the Service Order number Emergency SOs will be annotated with an “E” at the end of the Service Order number (XYZ-KTR- 123E). NTE Service Order s will be annotated with an “N” at the end of the Service Order number (XYZ-KTR- 123N).

Corrected SOs shall be returned to USACE with a revision number. First revision will be annotated as: XYZ-KTR-123-REV1. Second revision will be annotated as XYZ- KTR-001- REV2. The Contractor is responsible for tracking the revision number.

The government reserves the right to adjust the service order numbering format anytime during the execution of this contract.

2.6.3 Service Order Facility Number Requirements

Multiple facility numbers may be submitted on a single Service Order and should be coordinated with the HNC PM prior to submission. This coordination can be via email or during bi-weekly meetings but should be discussed before submitting Service Order for approval through the Service Order Desk. The cost for the repairs at each facility shall be identified on the Service Order.

2.7 Database Program

The Service Orders shall be tracked by the Contractor using a database program. The database will maintain, at a minimum, all minor repair and emergency services performed on specified equipment (to include Government real property inventory information) at the designated facility per Service Order. The Government will be allowed unlimited/unrestricted access to the Contractor developed database.

2.8 Work Plan Preparation

When work plans are required (as determined by the Government) they must be submitted with the Service Order package.

Work plans are intended to highlight areas of concern or areas that need emphasis or additional detail for a specific task or that needs Government review. The intent of a work plan is not to provide a step-b-step procedure or instruction manual for the work to be performed. Work Plans are not required for routine work and safety is not the only driving factor for submission. Refer to Paragraph 2.11.2 to determine when a Service Order requires a work plan and consider the below when requesting a work plan.

Generally required for:

A. Complex coordination requirements B. Specialized or complex technical or execution requirements.

C. Special Permits D. Efforts requiring detailed schedules or significant de-confliction efforts E. Abnormal conditions (i.e. flooding) F. Specialized testing G. Test reports (in some cases a test report may be all that is needed) H. Manufacturer or third party involvement I. Submittals for high dollar items (conformance reviews) Contractors are always responsible for the proper planning and execution of work in a safe and efficient manner in compliance with the contract and appropriate regulations and standards.

Labor and development charges must only be for the actual time spent developing and updating documents on a specific Service Order. Labor costs for full time employees dedicated to this contract and required to develop or review the work plan shall not be included in the Service Order.

All other labor costs to develop a work plan may be considered. The Contractor must not repeatedly charge for the contents of a work plan that is standardized or copy and pasted from a previous project. The Contractor is encouraged to develop template or standardized work plan packages for work that is likely to be repeated throughout the life of the contract in good faith as a cost savings initiative.

Work Plan Review Meeting. The Contractor shall attend a work plan review meeting following the initial work plan submittal when specified or requested by the KO. The review meeting shall be used by the Contractor to resolve any technical comments or issues and shall be coordinated by the KO or their designated representative.

Each work plan submittal shall be submitted electronically along with the Service Order as a pdf portfolio in order to retain electronic signatures.

The material presented in each portfolio shall be presented in the order defined below. Each of the sections within the pdf shall be separated with labeled section tabs. Photos may be included in multiple sections.

A. Table of Contents. (Not required on Low Complexity Service Order s) B. Scope of Work.

C. Price Analysis.

D. Site Specific Addendum. The Service Order shall have the site-specific addendum to the APP for the site that work is to be performed.

E. AHA. Each Service Order shall have an AHA which has been approved by the Contractor Safety Manager.

F. L1 and L2 resumes if not provided with the APP G. Specific safety plans H. Lock out Tag out I. Certificates, Permits, License, Qualifications J. Site Investigation Report. A copy of the complete site investigation report shall be included.

K. Work Plan Narrative. The narrative shall include detailed discussions of the work to be performed, all assumptions, photos, a list of specific codes and standards to which the maintenance/repair action will adhere, and all conclusions and recommendations. The Contractor shall indicate coordination with the installation for disposition of all removed equipment and materials.

L. Asbestos/Lead Based Paint Abatement Plan. The work plan shall include the findings of the Asbestos/lead based paint survey and if applicable, a plan for abatement of any asbestos and lead based paint.

M. Specifications. Specifications may be edited Unified Facilities Guide Specifications, industry specifications, or manufacturer’s product data. Work Plan narrative shall specify what specifications will be followed. This is subject to approval by the KO.

N. Manufacturer’s Data. Manufacturers’ catalog cuts and specifications shall be submitted as required to document the materials to be supplied. Also, manufacturers’ installation procedures or execution specifications shall be included as required to indicate the methods of installation of all materials. The Contractor shall use the manufacturer’s data to tie together the shop drawings, catalog cuts, and installation requirements into a comprehensive package that defines the maintenance/repair action.

O. Sketches/Schematics/Drawings. Sketches/schematics/drawings shall be submitted to show the detail, location, and relationship of all equipment and material.

Maintenance/repair actions involving potential life safety hazards shall be overseen and signed off by a registered professional engineer experienced in the area of the maintenance/repair.

P. Repair Specific Schedule. The repair schedule shall define the timeline of all major activities required to implement the maintenance/repair action, including project phasing. The schedule shall be completed at a level of detail that allows both the Contractor and the facility personnel to understand each major task and phase associated with the maintenance/repair action. Each major task in the schedule shall be approved by facility personnel. The Contractor shall document the phasing required for the entire maintenance/repair action. The repair schedule shall define all equipment shutdown and re-activation dates and the use of any temporary equipment necessary to perform equipment shutdowns. The repair schedule shall be presented in a Gantt type chart using Microsoft Project.

2.9 Approval Authorities

The Contractor will be given Service Order approval by either a KO or a SOA depending on authority limits. The Contractor does not have authority to act upon direction of anyone other than a KO or SOA.

A signed Service Order by an approval authority (e.g., KO or SOA) is the Contractor’s authority to proceed. Proper coordination must be made by the Contractor with the installation via the FMSR or designated Government representative prior to the Contractor entering the installation.

ONLY THE KO OR SOA HAS AUTHORITY TO DIRECT THE CONTRACTOR. DIRECTION FROM THE SOA MUST BE WITHIN THE SOA’S DELEGATED AUTHORITY. IF OTHER GOVERNMENT OFFICIALS ATTEMPT TO DIRECT THE CONTRACTOR, CONTRACTOR SHALL IMMEDIATELY NOTIFY THE KO OR SOA.

2.10 Service Order Pricing

2.10.1 General Service Order Pricing Requirements

All pricing must be included in the Contractor’s SO package.

Cost of all miscellaneous consumable supplies including safety equipment shall be included in the recurring maintenance firm fixed price.

Consumable items that are to be used to directly support the Service Order and will not be utilized again may be priced separately on the Service Order. Fuel shall be priced according to US Energy Information Administration (EIA). Price according to the applicable region.

Service truck charges shall be included in the SO and, shall not exceed$1 per mile driven, and shall indicate if driver is included. This Service shall also identify if multiple passengers are included. Rates above this limit must be negotiated and approved by the HNC KO with justification provided by the Contractor.

Rental equipment shall be included in the Contractor’s SO package. Company owned equipment charges may not exceed published rental rates. Charges must be made at the daily, weekly or monthly rates that are the most economical to the Government.

Administration costs and other expenses related to the preparation of Service Orders will not be reimbursed if a Service Order is rejected or cancelled by the Government. Service Order administration costs and other expenses shall only be reimbursed for Service Orders that are approved by the Contracting Officer or Service Order Administrator. In order to minimize impacts to Contractors, the Government is taking active steps to minimize the total number of Service Order cancellations.

The contractor is obligated to ensure that all material acquisitions undertaken by either the prime contractor or subcontractor comply with the stipulations of the Buy American Act. Signing the SO Package will indicate compliance with these requirements.

2.10.2.

2.10.2 2.10.3 Travel Cost Travel Costs include transportation, lodging, meals, and incidental expenses. Travel Costs incurred by Contractor personnel on official company business are allowable subject to the limitations contained in FAR 31.205-46 unless otherwise restricted by this PWS.

Costs for transportation may be based on mileage rates, actual costs incurred, or on a combination thereof, provided the method used results in a reasonable charge. Costs for lodging, meals, and incidental expenses may be based on per diem, actual expenses, or a combination thereof, provided the method used results in a reasonable charge.

Travel within the local commuting area (50 miles) will not be reimbursed.

Estimated travel costs for emergency and NTE Service Orders shall be identified in the ROM cost provided to the SOA during initial request.

The Contractor shall bill for actual travel costs and allowable taxes, fees, or excise/receipt tax applicable to the area in accordance with the FAR and JTR against the Minor Repair CLIN (CLIN 4). The Contractor shall provide all receipts and documentation required to demonstrate the actual costs as part of the invoice package. Invoices with incomplete or unclear travel costs will be rejected.

The Contractor shall perform RSO work on as many Service Orders as practical during each site visit to minimize travel. Bundling of SOs is encouraged to the greatest extent possible while meeting the applicable completion requirements to realize any potential cost savings measures.

Travel costs shall not be included on a RSO and will follow the process as outlined below:

A. Travel Costs include transportation, lodging, meals, and incidental expenses. Travel Costs incurred by Contractor personnel on official company business are allowable subject to the limitations contained in FAR 31.205-46 unless otherwise restricted by this PWS.

B. Contractor shall submit an estimated Travel Expense Report for each laborer traveling to include all travel costs and travel labor as indicated in Appendix A, Attachment 2. Submit the estimated travel costs and travel labor through the Service Order desk. All Information located on the Travel Expense Report must be provided; incomplete forms will be returned for resubmission. Service Orders must be approved prior to submitting TER for approval.

C. When submitting a travel estimate, Contractor will assign a tracking number. Naming shall be as follows:

Contract Phase-Contractor Identifier-Number.

Example: XXX-KTR-0001.

D. The Service Order desk will forward travel estimate to the SOA who is responsible for approving/disapproving the travel request. Service Order desk will deduct the estimated value from the CLIN tracker.

E. Contractor will receive authorization from the SOA to travel.

F. Contractor will mobilize to site and complete the work.

G. Any changes to the estimated travel shall be resubmitted for approval following the steps above. Contractor shall indicate any changes from the initial approved estimate on the revised Travel Expense Report for each laborer.

H. The Contractor will submit with invoice the approved estimated and approved revised Travel Expense Report for each laborer traveling including all supporting documentation as required by FAR 31.205-46 Travel Cost. *Note: Contractor will only be reimbursed for approved lodging costs incurred and for any travel costs exceeding the FAR regulation with a receipt. Failure to provide receipts will result in no payment.

In order to include travel in the invoice, the SO worked during the travel must be completed and validated by the FMSR.

2.10.6 Complexity

The Contractor shall initially suggest the level of complexity and it shall be designated on the RM Deficiency List. The Government will make the final determination of complexity and the Contractor will be notified when the SO is initiated. Quality Control Complexity will comply with UFGS 01 45 00.00 10 Quality Control.

2.10.7 Task Complexity

For Service Orders that are generated based on FMSR requests, each SO will have a separate tab with the following matrix which shall be filled out by the Contractor:

TASK COMPLEXITY DETERMINATION MATRIX

Likelihood of outage of utilities and/or systems

X

Level of interaction with regulatory entities

X

Level of urgency

X

TASK COMPLEXITY DETERMINATION MATRIX

OVERALL COMPLEXITY OF TASK

MEDI UM

Final determination of complexity as well as what is required to be included with each Service Order is up to the KO or designated representative.

2.10.8 Task Complexity Requirements

After the level of complexity has been determined by the Government, the Contractor shall utilize the table below when determining what to submit with each Service Order package. This is meant to be a guide only. Final determination of complexity as well as what is required to be included with each Service Order submission will be determined by USACE.

WORK PLAN REQUIRED FOR MEDIUM AND HIGH COMPLEXITY

Table of Contents

Work Plan Narrative

Sketches

Detailed Drawings

Project Specific Schedule

Specifications

Project Specific Quality Control Plan

Work Plan Review Meeting/Pre-Con

Site Investigation Report

* A/R = As Required by Government The Government reserves the right to add or remove Work Plan package requirements as needed.

Attachments to Appendix A:

Attachment 1: Service Order Form Attachment 2: Contractor Travel Expense Report