70Z03024QCLEV0138 - Statement of Work.pdf

Solicitation 70Z03024QCLEV0138

UPDATED: 08/23/2024 PAGE 1/6

STATEMENT OF WORK (SOW)

FOR

D9 - GLCOE Inspection and Maintenance of Spill Response Equipment

1.0 GENERAL

This Statement of Work (SOW) is for the procurement of inspection and maintenance services for oil spill response equipment utilized and supported by Ninth District Response Advisory Team and the Center of Expertise for Great Lakes Oil Spill Research and Response. This equipment is used to fulfill portions of requirements of Section 807 of the Coast Guard Authorization Act and to provide response resources for Area Contingency Plans (ACP) within the Great Lakes region.

1.1 BACKGROUND

Section 807 of the Coast Guard Authorization Act directed the Coast Guard to establish a Center of Expertise for Great Lakes Oil Spill Preparedness and Response. Two requirements pertinent to this Statement of Work, under part (c) “Functions” of Section 807, indicate the Center shall:

“(1) monitor and assess, on an ongoing basis, the current state of knowledge regarding freshwater oil spill response technologies and the behavior and effects of oil spill in the Great Lakes;” and

“(3) conduct research and development, testing and evaluation for freshwater oil spill response equipment, technologies and techniques to mitigate and respond to oil spills in the Great Lakes.”

Additionally, per National Contingency Plan requirements in 40 CFR § 300, ACPs throughout the Great Lakes identify worst case discharges and sensitive area considerations that are to be contemplated in preparedness for environmental response.

This Statement of Work provides for marine environmental response equipment located in Northern Michigan to be inspected and maintained in order to continue to fulfill portions of requirements in Section 807 and the geographic response strategies in various ACPs.

1.2 SCOPE

Contract will require a Project Manager to review all current maintenance records provided and develop an electronic database that will include an inventory of equipment, calibration records, maintenance schedule with tasks, logs and procedures, equipment issues and recommendations for repairs or replacement regarding spill response equipment and trailer located at Northern Michigan. Contractor will review all prior maintenance plans prior to mobilizing a crew for a site visit for the inspection of the equipment and supplies associated with the spill response equipment and trailer. For the site visit contractor will mobilize a team to perform the inspection and/or maintenance of a 48 foot trailer and all associated equipment and supplies. All equipment and supplies will be removed from the trailer so that a inspection can be completed on the trailer itself. In addition, any Pumps, PowerPacks, Skimmer Systems, Boom Reels, Hoses and miscellaneous additional equipment and supplies will be setup, inspected and attempted to be operated to determine if equipment is in working order. Following the site visit contractor will provide an inspection report which will include all findings from the site inspection and assist with the development of an inspection and maintenance SOP.

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1.3 OBJECTIVE

Contract for maintenance and inspection should be completed within one work week (5 business days). Any follow-on documentation, reports, findings and/or development of SOPs will be provided post work week.

1.4 APPLICABLE DOCUMENTS

All applicable internal USCG inspection and maintenance documents will be provided to contractor. Any other documents/ online resources may be obtained by contractor to meet applicable industry and regulatory standards for compliance.

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 TASK ONE. Offload/ Onload/ Inspect (Maintain) Trailer – The Contractor must safely remove all containers, equipment items, and accessories for equipment from the equipment trailer, for inspection of the spill response equipment. While the trailer is offloaded (empty of supplies, equipment and accessories) the trailer components must be inspected for safe operation and sound integrity of mechanical components by a qualified individual trained for large trailer and DOT requirements. At the conclusion of the inspections of the spill response equipment and trailer, all containers, equipment, and accessories for equipment must be reloaded (onloaded) to the trailer in their original positions and secured for transport in accordance with DOT standards. Documentation of the inspection, any shortfalls/damages, and repairs/maintenance performed should be generated by the Contractor and provided to the Project POC to aid in future decision making.

2.2 TASK TWO. Inspect/ Maintain Spill Response Equipment – The Contractor must remove all equipment from the trailer and individual containers for inspection of condition and serviceability. All motorized items should be started, ran, and all manufacturers preventative maintenance recommendations should be implemented, and maintenance performed, if needed. In addition to all motorized items, any control modules (stands), hoses, fittings, and exterior (accessory) components (such as pumps & skimmers) must be set up, fully operationally checked, and maintenance performed, if needed. Each item inspected must be appropriately documented to establish a baseline for future inspections, according to manufacturer recommendations for each piece of equipment, to include all identified shortfalls/damages to equipment. The equipment must be repacked to the original containers upon completion of the inspection, and documentation must be generated showing the equipment returned to original location and secured for transport in accordance with DOT standards.

2.3 TASK THREE. Provide follow-on reports and develop needed SOP – The Contractor must generate reports documenting the inspections of each piece of equipment, and the equipment trailer. The reports must identify the current condition, maintenance requirements/timelines, identified shortfalls, recommendations for repair/replacement, and any maintenance actions that were performed outside of the general inspection, in accordance with the equipment manufacturers recommendations.

3.0 CONTRACTOR PERSONNEL

3.1 QUALIFIED PERSONNEL

UPDATED: 08/23/2024 PAGE 3/6

The Contractor must provide qualified personnel to perform all requirements specified in this

SOW.

3.2 CONTINUITY OF SUPPORT

The Contractor must ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor must ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor must provide e-mail notification to the Project Point of Contact (Project POC), Mr. Scott Binko, at Scott.A.Binko1@uscg.mil, prior to employee absence. Otherwise, the Contractor must provide a fully qualified replacement.

3.3 KEY PERSONNEL

Before replacing any individual designated as Key by the Government, the Contractor must notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes must possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor must not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement. Note:

The Government may designate additional Contractor personnel as Key at the time of award.

3.3.1 Contractor Key personnel must not be assigned by the Contractor to more than one key position for this requirement.

3.4 PROJECT MANAGER

The Contractor must provide a Project Manager who must be responsible for all Contractor work performed under this SOW. The Project Manager must be a single point of contact for the Contracting Officer and the Project POC. The name of the Project Manager, and the name(s) of any alternate(s) who must act for the Contractor in the absence of the Project Manager, must be provided to the Government as part of the Contractor's proposal. The Project Manager is further designated as Key by the Government. During any absence of the Project Manager, only one alternate must have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates must be able to read, write, speak and understand English. Additionally, the Contractor must not replace the Project Manager without prior approval from the Contracting Officer.

3.4.1 The Project Manager must be available to the Project POC via telephone between the hours of 0800 and 1600 EST, Monday through Friday, and must respond to a request for discussion or resolution of technical problems within 01 hours of notification.

3.5 EMPLOYEE IDENTIFICATION

3.5.1 Contractor employees visiting Government facilities must wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, clearance-level and badge expiration date. Visiting Contractor employees must comply with all Government escort rules and requirements. All Contractor employees must identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

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3.5.2 Contractor employees working on-site at Government facilities must wear a Government issued identification badge. All Contractor employees must identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.) and display the Government issued badge in plain view above the waist at all times.

3.6 EMPLOYEE CONDUCT

Contractor’s employees must comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor must ensure Contractor employees present a professional appearance at all times and that their conduct must not reflect discredit on the United States or the Department of Homeland Security. The Project Manager must ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.7 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion (via the Contracting Officer*), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons.

Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 OTHER APPLICABLE CONDITIONS

4.1 SECURITY

Coordinate with the USCG D9 Team on access and adherence to Camp Grayling Joint Maneuver Training Center security requirements.

4.2 PERIOD OF PERFORMANCE

The period of performance for this contract must be Monday, September 23 through Friday, September 27, 2024.

4.3 PLACE OF PERFORMANCE

The primary place of performance will be Camp Grayling Joint Maneuver Training Center – Check in at Camp Grayling Front Gate off US-93.

4.4 HOURS OF OPERATION

Contractor employees must generally perform all work between the hours of 0800 and 1600 EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees must be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

4.5 TRAVEL

Contractor travel must be required to support this requirement. All travel required by the Government outside the local commuting area(s) will be reimbursed to the Contractor in accordance with FAR 31.205-46, Travel Costs. The Contractor must be responsible for obtaining Project POC approval (electronic mail is acceptable) for all reimbursable travel in advance of each travel event.

UPDATED: 08/23/2024 PAGE 5/6

4.6 POST AWARD CONFERENCE

The Contractor must attend a Post Award Conference with the Contracting Officer and the Project POC no later than 15 business days after the date of award. The purpose of the Post Award Conference, which will be chaired by the Contracting Officer, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government’s facility, located at 1240 E 9th St. Cleveland, OH 44199 or via teleconference.

4.7 PROJECT PLAN

The Contractor must provide a draft Project Plan at the Post Award Conference for Government review and comment. The plan, at a minimum, must include: (a) list of work to be performed;(b) project schedule; (c) description of intended results; (d) role of key personnel, if applicable and

(e) how quality of service (project) will be maintained throughout life of contract. The Contractor must provide a final Project Plan to the Project POC not later than 60 business days after the Post Award Conference.

4.8 PROGRESS REPORTS

The Project Manager must provide a final progress report to the Contracting Officer and POC via electronic mail. This report must include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted and any Contractor concerns or recommendations for the previous reporting period.

4.9 PROGRESS MEETINGS

The Project Manager must be available to meet with the Project POC upon request to present deliverables, discuss progress, exchange information and resolve emergent technical problems and issues. This meeting may take place in person or virtually if deemed necessary by Project POC and D9 Team.

4.10 GENERAL REPORT REQUIREMENTS

The Contractor must provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications).

5.0 GOVERNMENT FURNISHED RESOURCES

The Government will arrange for access to facilities and necessary resources at Camp Grayling to the Contractor in support of this contract.

The Government will provide all necessary information, data and documents to the Contractor for work required under this contract.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor must furnish all materials, equipment and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 2.0 and SOW 5.0.

7.0 GOVERNMENT ACCEPTANCE PERIOD

The Project POC will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the Project POC will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

UPDATED: 08/23/2024 PAGE 6/6

7.1 The Project POC will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the Project POC of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

7.2 The Project POC will have seven (7) business days to review deliverables and make comments. The Contractor must have ten (10) business days to make corrections and redeliver.

7.3 All other review times and schedules for deliverables must be agreed upon by the parties based on the final approved Project Plan. The Contractor must be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review.

The Contractor must work with personnel reviewing the deliverables to assure that the established schedule is maintained.

8.0 DELIVERABLES

The Contractor must consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the Project POC prior to proceeding to next deliverable or event in this SOW.

ITEM

SOW

REFERENCE

DELIVERABLE / EVENT DUE BY

DISTRIBUTION

1 4.6 Post Award Conference TBD

N/A

2 4.6, 4.7 Draft Contractor Project Plan

TBD

Project POC, Contracting Officer

3 4.7 Final Contractor Project Plan

TBD

Project POC, Contracting Officer

6 4.9 Progress Reports TBD Project POC, Contracting Officer