Maintenance_Repair_&_Refurb_Requirements_rev_BF.PDF

FEDERAL EMERGENCY MANAGEMENT AGENCY

SOLICITATION NO. 70FB8018R00000003

REQUIREMENTS FOR TANK & PUMP SYSTEM (TPS)

INSPECTION, REPAIR, MAINTENANCE,

ENHANCEMENT AND REFURBISHMENT

Revision B-F

8 March 2018

TPS Inspection, Repair, Maintenance, Enhancement & Refurbishment Revision B-F

Page ii

Document Revision History:

This table tracks revisions and changes made to this document over time.

Date Sections Revised Revision Explanation

03/07/2018 Initial Issue.

CONTENTS

1. OVERVIEW

2. DEFINITIONS

3. LOCATION OF PERFORMANCE

4. SCOPE OF SERVICES

5. PRICE PROPOSAL

TPS Inspection, Repair, Maintenance, Enhancement & Refurbishment Revision BF

1. OVERVIEW

This document describes requirements to provide for Inspection, Repair, Maintenance, Enhancement and Refurbishment of TPS Units owned by FEMA. All work described herein is to be performed only when a Work Order is issued by FEMA.

2. DEFINITIONS

2.1 Technical Support consists of consultation, troubleshooting, or other guidance is provided using telecommunications services such as telephone or e-mail.

2.2 Post-delivery maintenance after the TPS is delivered and the TPS does not function as designed or as was required by the contract. Post-delivery maintenance occurs when there are issues resulting from the design or manufacturing of the TPS. The TPS manufacturer shall be responsible for repair or replacement of the TPS. FEMA does not reimburse contractors for TPS Post-delivery maintenance.

2.3 Inspection occurs when the TPS manufacturer inspects a TPS to determine if the TPS is functioning as designed. If the TPS manufacturer’s inspector determines that the TPS is non-functioning for reasons other than design and manufacturing, the contractor shall provide FEMA with a cost estimate to return the TPS to operational status. If the contract inspector determines that the TPS is non-functioning due to issues related to design or manufacturing, the TPS manufacturer shall refer to the post-delivery maintenance section.

2.4 Repair occurs when a field inspection reveals that the TPS has been damaged for reasons other than design and manufacturing. The contractor shall repair the TPS to its design operational capability.

2.5 Applicable TPS Requirements document (ARD) shall be used to determine the technical requirements for refurbishment of a TPS. The ARD shall be either (1) the TPS Requirements document to which that TPS was originally manufactured, or (2) the version of the TPS Requirements document to which that TPS had been Enhanced or upgraded to prior to the issuance of the current Work Order. The TPS serial number and/or TPS Enhancement label shall be used to identify the ARD to which the TPS is to be refurbished.

Where uncertainty exists, consult FEMA’s COR.

2.6 Refurbishment by the TPS manufacturer occurs after a TPS has been returned to a FEMA MHSS or MHSA and inspected. If necessary, the contractor shall refurbish the TPS to its design operational capability to comply with the ARD.

2.7 Enhancement is the upgrade of the TPS by the TPS manufacturer based on additional requirements from FEMA. Enhancement shall include labor, repairs and parts required to upgrade the TPS to comply with the revision of the TPS Requirements document specified in the Work Order.

Where the manufacturer believes that upgrade of a TPS to some portion of the most current revision of the TPS Requirements document is inappropriate or economically not warranted, the manufacturer shall provide full explanation and details to FEMA’s COR that the government may use to modify the requirements of this document. Upon receipt of a technical direction, manufacturer shall provide appropriate cost proposal to the CO.

2.8 Travel associated with inspection, repair, enhancement or refurbishment is reimbursed in accordance with Federal Travel Regulations. Travel is not reimbursed if the TPS requires post-delivery maintenance.

2.9 Conflicts between post-delivery maintenance and repair. If as a result of the contractor’s inspection, the contractor determines that the cause of the TPS to not function as designed is asserted to require a repair and not post-delivery maintenance, and there is a conflict between the TPS manufacturer and another contractor or FEMA field staff, the contracting officer shall make a determination of responsibility as assign costs based on that determination.

3. LOCATION OF PERFORMANCE

3.1 The Inspection, Repair, Maintenance, Enhancement and Refurbishment covered in this document may be performed at any of several locations. Each work order will specify the location where the work is to be performed.

3.1.1 A FEMA Manufactured Housing Storage Site (MHSS) [currently Selma, AL or Cumberland, MD],

3.1.2 A FEMA Manufactured Housing Staging Area (MHSA) [a site located in a disaster response/recovery area of operation],

3.1.3 At a to-be-determined location in the field (a location where a TPS is connected to a manufactured home).

4. SCOPE OF SERVICES

4.1 Technical Support: TPS manufacturer is to provide technical support during their normal business hours. Provide a telephone number and an e-mail address that field personnel and contractors can use to contact manufacturer, including a clear statement of the hours when technical support is available.

4.1.1 Telephone calls placed before 3:00 pm manufacturer’s time shall be responded to by the end of business that day; calls after 3:00 pm manufacturer’s time shall be responded to by noon the following business day.

4.1.2 E-mails that arrive before 3:00 pm manufacturer’s time shall be responded to by the end of business that day; e-mails that arrive after 3:00 pm manufacturer’s time shall be responded to by noon the following business day.

4.1.3 Technical support shall not require advance approval of FEMA’s Contracting Officer’s Representative (COR), but shall be provided to FEMA and FEMA’s contractors as requested.

4.1.4 Provide the telephone number, email address, and the servicing hours for technical support in the TPS Operation and Installation Manual, and on a permanently affixed label mounted on the face of the TPS control panel.

4.2 Inspection and Post-Delivery Maintenance shall be provided at the location designated in a work order. Inspection may be required at any location noted above; post-delivery maintenance will typically occur in the field at the final installation site. A manufacturer’s authorized representative is to be present at the designated location within 72 hours of notification by FEMA’s COR.

4.3 Repairs shall be performed at the location designated in a work order. Manufacturer shall provide an estimate of repair costs that includes all parts and labor required to repair the TPS prior to start of work. Repairs shall not be started unless specifically authorized by FEMA’s COR.

4.4 Refurbishment services are to be provided as requested by FEMA’s COR. Refurbishment shall be performed at the location designated in a work order. Refurbishment shall result in a TPS unit that fully complies with the requirements of the ARD. Refurbishment services shall include, but shall not be limited to, the following:

4.4.1 Repair or replace parts, components, and documentation as necessary that meet the requirements of the ARD.

4.4.2 Replace all batteries with new.

4.4.3 Replace parts and accessories listed in the TPS Parts List in the ARD.

4.4.4 Update all documentation with manuals and documents applicable to that unit.

4.4.5 Update programming and control sequences to the most recent control logic.

4.4.6 Refurbish ventilation openings, pass-through openings, exterior alarms and switches, door hardware, hoist points, tie-down points, and other components as required.

4.4.7 Repair and refurbish TPS enclosure as required to return the unit to like-new condition. Minor cosmetic damage need not be repaired.

4.4.8 Fully test all TPS components and sub-systems.

4.4.9 Replace as necessary all exterior and interior signs and labels to comply with the

ARD.

4.4.10 Markings and labels shall be refurbished as necessary to ensure continued legibility and durability.

4.4.11 A permanent label shall be applied to the outside front of the TPS control panel inside the enclosure that indicates that this TPS was refurbished on _____ (date) and that it complies with the requirements of Revision ___ of the TPS Requirements document.

4.4.12 Provide written certification that the refurbished TPS fulfills the requirements of the most recent edition of the TPS Requirements document.

4.5 Enhancement services are to be provided as requested by FEMA’s COR, at prices negotiated in each instance. TPS Enhancement shall be performed at the location designated in a work order.

4.5.1 Replace and repair parts and components as necessary to result in a TPS that complies with the TPS Requirements document specified in the work order.

4.5.2 Replace all batteries with new.

4.5.3 Fully test all TPS components and sub-systems.

4.5.4 Replace all parts and accessories listed in the TPS Parts List in the revision of the TPS Requirements document specified in the work order.

4.5.5 Replace all documentation with manuals and documents applicable to that unit.

4.5.6 Update programming and control sequences to the most recent control logic.

4.5.7 Refurbish ventilation openings, pass-through openings, exterior alarms and switches, door hardware, hoist points, tie-down points, and other components as required. TPS units that are not equipped with ventilation openings shall not be required to have the ventilation added to the unit.

4.5.8 Repair and refurbish TPS enclosure as required to return the unit to like-new condition. Minor cosmetic damage that will not result in functional issues or rusting need not be repaired.

4.5.9 Replace as necessary all exterior and interior signs and labels to comply with the revision of TPS Requirements document specified in the work order.

4.5.10 A permanent label shall be applied to the front of the TPS control panel inside the enclosure that indicates that this TPS was updated and enhanced on _____ (date) to meet the requirements of Revision ___ of the TPS Requirements document.

4.5.11 Provide written certification that the enhanced TPS fulfills the requirements of the specified revision of the TPS Requirements document.

5. PRICE PROPOSAL

5.1 Fixed prices are requested for work performed and Selma AL MHSS and the Cumberland

MD MHSS.

5.2 Cost-plus prices are requested for work performed at a MHSA and/or at a field installation site.