SOW.pdf

DEPARTMENT OF HOMELAND SECURITY

UNITED STATES COAST GUARD

SCOPE OF SERVICES FOR

Annual Weight Handling Equipment Inspection, Load Testing, & Preventative Maintenance Services

BASE ALAMEDA

COMMANDING OFFICER

1 Eagle Rd. Alameda CA. 94501

1. Introduction/Background Coast Guard units at Base Alameda on Coast Guard Island operate various weight handling equipment that require annual inspection and load testing certificates in accordance with OSHA, ANSI, and Coast Guard regulations. The Contractor shall perform all professional services described herein. These services include inspecting, testing, reporting and preventative maintenance on weight handling equipment in multiple performance locations across Coast Guard Island. The Contractor shall provide an inspector accredited by the U. S. Department of Labor to test, inspect, and report the condition of weight handling equipment in accordance with 29 CFR 1919. Per COMDTINST M11000.11B, weight handling equipment is defined as “any equipment used for lifting or moving loads to provide a mechanical advantage for lifting, moving, excavating, or placing materials. This project is subject to Prevailing Wages, the Service Contract Act (WD 2015-5623), and the Buy American Act.

2. SCOPE OF WORK

The Contractor shall provide all necessary transportation, labor, equipment, materials, weights, measures, testing materials, and perform all operations in conjunction with testing, inspecting, and reporting the condition of the equipment. The Contractor shall certify that each piece of equipment tested and inspected meets the requirements set by 29 CFR 1910. Equipment is geographically located at multiple facilities as detailed in Section 3.

The following services shall be performed:

2.1. Annual inspections, which include full functional no load operational test and a rated load test

2.2. Written reports

2.3. Certificates and decals

2.4. Preventative maintenance services, such as lubrication, minor adjustments, and replacement of worn parts (e.g., belts, filters, seals), in accordance with manufacturer’s specifications and Coast Guard operational standards.

3. Location of Services & Unit Points of Contact USCG BASE Alameda

POC: Mr. Christopher A. Jones Christopher.A.Jones5@uscg.mil (206)-820-1477

APOC: MK1 Jeffrey S. Watson Jeffrey.S.Watson@uscg.mil (872) 220-0849

1 Eagle Rd Bldg: 42 Alameda, CA 94501

4. PERIOD OF PERFORMANCE AND WORK HOURS

4.1. The period of performance (PoP) for this contract shall be twelve (12) months from the date of the award. Within this PoP, the Contractor shall complete the following:

4.1.a. One (1) annual inspection per piece of equipment, which includes operational testing and required load testing of all listed weight handling equipment.

4.1.b. Preventative maintenance (PM) visits for each piece of equipment, performed in accordance with the manufacturer’s recommended service intervals and Coast Guard operational requirements. The number of PM visits may vary by equipment type. The Contractor shall propose and coordinate a PM schedule with the Contracting Officer’s Representative (COR) within thirty (30) days of award.

4.2. Work may be performed Monday through Friday between 0730-1600.

4.3. No work shall be allowed on weekends or holidays without prior approval by the Contracting Officer.

5. General

5.1 Contract Points of Contact

5.1.a. Contracting Officer’s Representative: The Government will have a Contracting Officer’s Representative (COR) as well as unit POCs who will be at the site, listed in Section 3. The contractor shall inform the COR as well as the unit POC of day-to-day activities and plans. At the start of each workday, the contractor shall check in with the unit POC.

5.2 Unit Access

The contractors shall provide an access list of personnel authorized access to the Coast Guard facilities 48 hours before starting work. All persons must have/present a valid government issued ID to enter the unit, there will be no exceptions.

5.3 Contractor Employee Qualifications & Responsibilities

5.3.a. The Contractor shall employ competent and qualified technicians and engineers to perform the required work of this contract. All personnel performing tests and inspections shall be certified by the U.S. Department of Labor as authorized to inspect, test and issue documents and/or papers of certification on cranes, hoists, forklifts, chain falls and other weight handling and material handling equipment. Each inspector shall be qualified academically and operationally in the practical application of the equipment listed in enclosure (1). All personnel assigned by the Contractor to perform work under this contract shall be physically able to perform assigned work.

5.3.b. Fourteen (14) calendar days prior to the commencement of inspections, the Contractor shall submit the names of proposed inspector(s) and a copy of each inspector’s certification to the COR.

5.3.c. The Contractor shall be responsible for setting-up and performing all operational tests and rated load tests as described in this specification. The Contractor shall attach and inspect all rigging in accordance with the rated load test and be responsible for determining the setup of the specific piece of equipment, i.e. boom angle, radius and all other operational factors including the calculation of appropriate weights to be imposed on equipment.

5.4. Onsite Coordination

All tests and inspections shall be observed by a Coast Guard representative designated by the COR, usually the unit POC. The Contractor shall check in with the COR upon arrival and the designated representative each day thereafter while performing inspections. The Contractor shall conduct a closing conference with the COR and the Coast Guard representative, upon completion of inspection to inform Coast Guard personnel of the results of the tests and inspections, and to make recommendations relative to correction, maintenance procedures, operations and any other considerations for continued safe operation of the equipment. The Contractor shall immediately notify the COR and Coast Guard representative if a piece of equipment is found to be deficient, so that the equipment can be immediately removed from service until repairs have been made and a follow-on inspection and load test have been completed.

When deficiencies are found the Contractor shall provide a written estimate for repairs.

6. Testing and Inspection Requirements

6.1 General Requirements

The Contractor shall inspect all weight handling equipment listed in Appendix C of this SOW. The inspection shall include all accessories generic to the piece of equipment. Equipment identified as requiring a rated load and unit proof test shall also have the tests performed in accordance with the applicable sections of the references identified previously. As part of the inspection requirement, the Contractor shall conduct a full functional no-load operational test and a rated load test (up to 110% of equipment capacity). Load testing is an inseparable component of the annual inspection and shall be included in the unit price.

6.2 Frequent and Periodic Requirements

Equipment to be tested and inspected shall have all tests and inspections performed under two general classifications designated "frequent" and "periodic" inspections as indicated in the applicable chapter of the latest edition of the ANSI series. When applicable to the individual piece of equipment, an inspection shall include the following items:

6.2.a. Inspection of all equipment safety devices for malfunction and compliance with applicable 29 CFR 1900 series regulations.

6.2.b. Inspection of all control mechanisms for adjustment, wear, and lubrication.

6.2.c. Inspection of gasoline, diesel, electric, or other power plants for improper performance or noncompliance with safety requirements.

6.2.d. Inspection of equipment electrical apparatus for malfunctioning, signs of excessive deterioration, dirt or moisture accumulation.

6.2.e. Inspection of all limit switches or limiting devices without a load on the hoist.

6.2.f. Inspection for loose bolts or rivets (fasteners).

6.2.g. Inspection of foundation supports for continued ability to sustain imposed loads.

6.2.h. Inspection of structural members for deformation, cracks and corrosion.

6.2.i. Inspection of load carrying ropes or hoist rope for excessive wear and distortion.

6.2.j. Inspection of dye check hooks for deformations or cracks, wear, severs, nicks or gouges, latch enlargement and damaged or malfunctioning latch (if provided).

6.2.k. Inspection for cracked or worn sheaves and drums.

6.2.l. Inspection for worn, cracked or distorted parts such as pins, bearings, shafts, gears, rollers and locking devices.

6.2.m. Inspection for excessive wear of chain drive sprockets and excessive chain stretch.

6.2.n. Inspection of hoist brakes, clutches and operating levers for proper functioning before beginning any operational tests.

6.2.o. Inspection of travel steering, braking and locking devices for malfunction.

6.2.p. Inspection for excessive wear on brake and clutch system parts, linings, pawls and ratchets.

6.2.q. Inspection of load, boom angle, and other indicators over their full range, for any significant inaccuracies.

6.2.r. Inspection of radiators and oil coolers, for leakage, improper performance, or blockage of air passages.

6.2.s. Inspection for deterioration or leakage in air or hydraulic systems.

6.2.t. Inspection for cleanliness of oil filters and strainers.

6.2.u. Inspection for excessively worn tires. Inspection of plumb of mast, chords, lacing, and tension in guys.

6.2.v. Inspection for rust on piston rods and control valves when a crane has been idle for a period of time.

6.3 Operational Testing

The Contractor shall perform an operational test on each piece of equipment.

Tests shall include the operation of all moving mechanisms. Tests shall note improper function, maladjustment, and excessive component wear. The operational test shall include operation of all components with partial load, in which all functions and movements including rotations (where applicable) are performed.

6.4 Rated Load Testing

6.4.a. General

All equipment shall be rated or unit proof tested. The Contractor shall submit to the COR a list of Coast Guard equipment that requires annual rate testing, so that this list may be included in future year awards.

All required tests shall be carried out using weights as a dead load, limited to 110% of the manufacturer’s rated load for the applicable piece of equipment.

However, if the configuration of the equipment presents a risk of damage to surrounding structures or systems during testing, the Contractor shall use dynamometers or other calibrated test equipment certified to equivalent accuracy in place of dead loads.

The Contractor shall ensure that accuracy is maintained, and proof loads adjusted accordingly.

6.4.b. Dynamometers

Any dynamometers or recording test equipment, owned by an accredited person meeting the requirement of 29 CFR 1919, shall have been tested for accuracy within six (6) months of the start of this contract. Such tests shall be performed with calibrating equipment which has been checked in turn, so that indications are traceable to the National Bureau of Standards. The Contractor shall submit the certificate of accuracy to the COR fourteen (14) calendar days prior to the commencement of inspections.

6.4.c. Test Equipment Not the Property of An Accredited Person

When test equipment is not the property of the accredited person meeting the requirements of 29 CFR 1919, that person shall not issue any certificate based upon the use of such equipment unless the owner of said equipment has made available a certificate of accuracy based on the requirements of this specification obtained within six (6) months prior to the start of this contract, and stating the errors of the equipment. The Contractor shall submit the certificate of accuracy to the COR fourteen (14) calendar days prior to the commencement of inspections.

6.5 Newfound or Decommissioned Equipment

While on site, the Contractor shall notify the COR immediately of any newfound equipment meeting the description of weight handling equipment as defined previously or if unable to find any equipment listed in enclosure

(1) while onsite. The COR shall review the equipment with the unit and determine if there is an operational need for it or if it is good enough condition to pass both an inspection and load test. After consultation with the unit, the COR shall notify the contractor if the newfound equipment needs to be added to the contract equipment list and if unfound equipment needs to be removed.

6.6 Re-inspection and Follow-on Load Tests

If during any test or inspection defined in this specification, the equipment fails to meet the reference requirements, the Contractor shall re-inspect said equipment after the Coast Guard has accomplished repair. This re-inspection shall include operational and rated load tests as required and described in this specification. Re-inspections shall be completed within thirty (30) calendar days of notification by the Coast Guard that the equipment is ready for re-inspection. The Coast Guard will notify the Contractor of the repair by providing a “Discrepancy Repair Memorandum” which identifies how each discrepancy was addressed. If equipment was found to be deficient in a previous test or inspection, the Contractor shall not re-test or re-inspect without a signed memorandum

6.7 Certification Labels

When a piece of equipment has been certified, the Contractor shall affix a 3” x 5” stamped metal plate or punched plastic tag on the equipment as a certification label. Paper product labels or stick on decals are not acceptable.

The label shall contain the following information:

6.7.a. Certification number

6.7.b. Location at unit

6.7.c. Make

6.7.d. Model

6.7.e. Serial number

6.7.f. Inspection date

6.7.g. Load test date

6.7.h. Inspector’s name

This label shall be impervious to weather, shall be attached with hardware that must be destroyed to remove the label, and shall not interfere with the operation of the equipment.

Within thirty (30) days after the receipt of award, the Contractor shall provide the COR a sample of the certification label.

6.8 Inspection and Testing Reports

The Contractor shall provide written reports to the Coast Guard stating the results of tests and inspections. The reports shall be of two types, Initial Reports and Final Reports. Each piece of equipment tested and inspected shall have a separate initial and final report completed for it. Each report shall contain the signature of the certified inspector who performed the test and inspection. Each report shall also include:

6.8.a. U. S. Department of Labor Certification Form.

6.8.b. A title block containing the Contractors name and address; the equipment manufacturer’s name; equipment type, model number, serial number, capacity; Coast Guard unit and building name location of the equipment; and the date equipment was tested.

6.8.c. A diagram/schematic containing a checklist for the specific piece of equipment that was tested and inspected.

6.8.d. A Deficiency and Recommendation Report noting in detail any deficiencies and/or recommendations. Violations of 29 CFR 1900 series, shall be addressed in a separate paragraph of the report.

6.8.e. Initial Report. One (1) legible, hand-written copy of the inspection report shall be submitted to the Coast Guard representative at the unit for signature upon completion of the inspection. The signature attests to the fact that tests and inspections were performed as required. A copy of each Initial Report shall be forwarded by the Contractor to the COR within seven (7) calendar days after completion of the test and inspection.

6.8.f. Final Report. Within fourteen (14) calendar days after the test and inspection, the Contractor shall submit a typewritten report containing the information included on the initial report, to the COR. A Final Report shall be submitted for each piece of equipment tested and inspected.

7. Preventative Maintenance Service

7.1 Scope and Frequency

The Contractor shall perform preventative maintenance (PM) on each piece of weight handling equipment in accordance with the manufacturer’s recommended service intervals and specifications. PM shall not be limited to annual inspection events and may be required at different intervals.

Preventative maintenance is not a substitute for corrective repairs but is intended to extend service life and reduce unscheduled downtime.

7.2 Required Actions

PM activities shall include at a minimum:

7.2.a. Lubrication of moving parts per manufacturer's specifications.

7.2.b. Tightening or replacing loose fasteners.

7.2.c. Adjusting alignment or tension on mechanical systems.

7.2.d. Replacing minor worn components such as belts, hoses, or filters.

7.3 Coordination Requirements

7.3.a. Coordinate all PM with the COR and unit POC to avoid operational disruption.

7.3.b. Ensure that PM actions do not interfere with Coast Guard operations unless authorized.

7.3.c. Notify the COR if manufacturer’s guidance requires PM during restricted periods.

7.4 Documentation and Submittals

The Contractor shall:

7.4.a. Submit a Preventative Maintenance Schedule based on manufacturer’s specifications within 30 calendar days of award.

7.4.b. Maintain a Preventative Maintenance Log that includes the date performed, tasks completed, parts used, and equipment status.

7.4.c. Submit this log with the Final Report for each applicable piece of equipment.

8. Submittals

The Contractor shall provide submittals as pdf or word documents to the US Coast Guard for approval. The Contractor must receive in writing from the US Coast Guard that the submittals are approved.

Submittal Reference Section Due Date

Schedule of Work 4.1.b. 30 days after award

Inspector Certificates 5.3.a. 14 days prior to start of inspections

Certificate of Accuracy for Test Equipment

6.4.b. & 6.4.c. 14 days prior to start of inspections

Re-inspection Report 6.6 Within 30 days of Coast Guard notification that repairs are complete

Certification Label Sample 6.7 30 days after award

Initial Annual Inspection & load test report

6.8.e. 7 days after test and inspection

Final Annual Inspection & load test report

6.8.f. 14 days after test and inspection

Preventative Maintenance Schedule (Manufacturer-based)

7.4.a. 30 days after award

Preventative Maintenance Log (with actions and parts used)

7.4.b. Submitted with Final Report