Statement_of_Work.pdf

Statement of Work

Industrial Machine Maintenance

70Z03819QK0000006 – ATTACHMENT 2

1.0 General

1.1 Scope

The United States Coast Guard (USCG), Aviation Logistics Center (ALC), requires the performance of scheduled inspections, maintenance, calibrations, and repairs on a variety of industrial machines in accordance with (IAW) the Original Equipment Manufacturer (OEM) specifications. The Contractor shall provide trained and qualified personnel to perform these services. The efforts to be accomplished under this contract are scalable in nature to include other tasks, services, and industrial machines that are not included in this Statement of Work

(SOW). The price for any additional services such as inspections, repairs, maintenance, and calibrations will be negotiated and added via a modification to the contract.

2.0 Requirements

Work under this contract shall be performed at the ALC located in Elizabeth City, North

Carolina (NC). The contractor shall provide all parts, materials, labor, tooling, test equipment, and specifications required to evaluate, inspect, calibrate, and repair the machines listed in this contract at the firm-fixed prices listed in the schedule.

2.1 Government Furnished Material

The USCG will provide all coolant, oils, lubricants, and other fluids required for scheduled maintenance and repairs. The Contractor shall furnish a list of all required products within thirty

(30) days of contract award. The USCG will retain responsibility for the storage and removal of all waste fluids. The USCG will also ensure that updated Material Safety Data Sheets are readily available for all fluids.

2.2 Annual Inspections, Maintenance, and Calibrations

The Contractor shall travel to ALC on a mutually agreed upon schedule to perform the inspections, maintenance, and calibrations for the machines listed in Section 2.2.1. Scheduling will be accomplished to maximize equipment availability for USCG activities required by the

Government.

2.2.1 List of Machines

Offerors shall provide quotes for all machines that they are able to provide the required services. Contractors are not required to be able to service all machines in order to be eligible for award, however, a single provider is highly desired. The successful offeror will only receive an award for the items they are able to service.

Manufacturer Machine Type Model Number Serial Number

Betenbender Betenbender Shear 8 X 1/4 85192

Bridgeport Knee Mill Series 1 HJ318769

Bridgeport Knee Mill Series 1 HJ317473

Bridgeport Knee Mill Series 1 HJ321320

Cincinnati Horizontal Mill 2 4A2U1Y-39

Clausing Surface Grinder CSG-1224ASDIII E1TAG0120

Clausing Colchester Lathe Clausing 15” TG0132

Dake Press Brake 905-050 1181098

Despatch E-Coat Heat Oven TFD3-10-1E 187196

DoAll Lathe LT-16 002-081638-193

DoAll Saw C-916M 527-97643

Hardinge Quest CNC Lathe Hardinge Quest 65 QC-207

Haas CNC Lathe TL-1 3084269

Haas CNC Lathe TL-25 3079376

Haas CNC Lathe SL-10 3083802

Haas CNC Mill VF-5 1085515

Haas CNC Mill VM-3 1085706

Hass CNC Mill TM-1 1075197

Haas CNC Mill TM-1 1075198

Haas Index Rotary

Table

TR-210 904026

KO Lee Tool Grinder B6062HB 27407

LeBlond LTD Lathe Dynamatic 7C-3358

Lucifer Furnace Heat Treat Oven HL84-K24 8066

Lucifer Furnace Heat Treat Oven HL84-R36 7741

Moore Jig Bore Mill 3# Jig Bore B1541

Omax Water Jet Cutter 2652/30V A511966

Omax Water Jet Cutter 55100/30V B512041

Republic Lagun Lathe RL-1440-C-TW 14410072144

Sharp Industries Knee Mill V-1 SIL-10034

Thermocraft Heat Treat Oven EBR-30-31-82-1F-J5928/1A 015928-1A

Sharp Industries Knee Mill V-1 SIL-10055

Sunnen Hone Hone 1805 91735

Wisconsin Oven Heat Treat Oven SB-444 39479510

2.3 Calibrations and Certificates of Calibration

Machine calibrations shall be completed as required in accordance with IAW OEM specifications. The Contractor shall provide a certificate of calibration for each calibrated machine to include a certificate number, name or initials of person performing the calibration, calibration date, instrument type, instrument manufacturer, instrument model number, sensor serial number (during annual change), adjustment or service performed, calibration results, a description of calibration, and type of calibration procedure performed. Certificates shall be completed on each machine after each annual visit. Certificates of Calibration shall be delivered within thirty (30) days of the annual calibration visit and shall be mailed to:

Commanding Officer

USCG ALC

Attn: Industrial Operations Division Building 100A

1664 Weeksville Road

Elizabeth City, NC 27909

2.3.1 Calibration Decals

Provide a decal on the unit to indicate current calibration. The decal shall include the calibration date, name or initials of person performing the calibration, next calibration due month/year, unit serial number, and name of company performing calibration.

Decals shall be applied in such a manner that will not cause damage to the equipment or at a later date when the decal is removed.

Decals shall not be applied as to hinder the reading of any display.

2.4 Repairs

The Contractor shall repair items on an as required basis. When a machine is found to require repair by the Contractor during the annual inspection the Contractor shall investigate the problem to determine if it can be repaired and provide a repair quotation IAW section 2.4.2

2.4.1 If a machine is determined to require repair at times other than when the Contractor is at

ALC for the annual inspections, the USCG will provide a task order to the contractor for a site visit to complete test and evaluation of the broken machine. The Contractor and the Technical

POC will a mutually agree upon a visit schedule for the Contractor to investigate the problem and determine if the machine can be repaired. The Contractor shall provide a repair quotation

IAW section 2.4.2.

2.4.2 The Contractor shall provide a quotation to the Contracting Officer for the cost of the repairs. The quotation shall be valid for thirty (30) calendar days and shall include:

Machine and serial number

Description of each discrepancy found.

Cost of parts to the Government (if the part is not listed on the separately priced parts list, this must be notated in the quotation and price for each part will be negotiated IAW Section 2.4.5).

Itemized pricing will be provided for all unusual damage.

Total dollar amount for each discrepancy.

Total dollar amount for complete list of discrepancies.

2.4.3 Cost of Repairs

The contracting Officer will be responsible for reviewing the list of discrepancies and either accept, negotiate, or decline the contractor’s proposal. If the machines are found to require repair during the Contractor’s annual visit, the Contracting Officer will make every effort to provide approval in time to allow the Contractor to complete the repairs during their visit. Additional work shall not be performed until the quotation is accepted and a task order or modification is provided by the Contracting Officer. The contractor will have thirty (30) days to complete the repairs after receipt of the task order or modification. In the event that a quotation is declined by the Contracting Officer, the contractor shall not complete any additional work on the item. The contractor will be authorized the firm-fixed Test and Evaluation fees established in contract line item (CLIN) 0050 and all respective option year CLINs for items where repairs are not approved.

2.4.4 Replacement Parts

Parts of a machine found to be in a serviceable condition as a result of functional testing shall be reused. Missing parts and parts found to be defective or that require replacement according to the

OEM’s instructions shall be replaced with parts meeting the OEM’s specifications and drawings.

Replacement parts shall be new. The cost of parts that are routinely replaced during maintenance and/or repair shall be included in the price listed in the schedule for each machine.

2.4.5 Separately Priced Replacement

Pricing for other repair components and supply material, yet unspecified by part number at contract award, may be incorporated as firm fixed prices after negotiation of the first-time replacement. The Government reserves the right to provide separately priced replacement parts as Government furnished property on an as-needed basis as determined by the Contracting

Officer. The Contracting Officer will either issue a task order or modification authorizing use of the separately priced replacement part(s) or provide disposition instructions. The delivery schedule will be adjusted accordingly for any delay associated with requesting and obtaining the approval to utilize the specified separately priced replacement part(s).

2.5 Documentation and Specifications

The Contractor must have access to all applicable documents/specifications and obtain current editions of all applicable documents/specifications for the entire life of the contract. The USCG does not own nor can it provide the technical documents required to complete any inspection, calibration, maintenance or repair. Neither the closing date for receipt of offers nor contract award will be delayed pending receipt of these documents for any offeror.

3.0 Quality

3.1 Quality Control

The contractor is responsible for performing or assuring all inspections, tests, and calibration necessary to substantiate that the goods or services furnished conform to the Government’s requirements. The contractor shall take prompt action to correct conditions that have or could result in goods or services that do not conform to contractual requirements. Records of conformance shall be maintained on file at the contractor’s facility and made available or provided for review by the Government upon request. The Government reserves the right to conduct surveillance at contractor’s facility to verify the existence, adequacy and effectiveness of the quality system. Upon request of the Government, the contractor(s) shall forward a copy of their current certification and quality control manual for review.

3.1.1 The Contractor shall, immediately upon discovery, notify and disclose conditions to the

Contracting Officer of any event, supply change, material change, supply malfunction, counterfeit/suspect parts or materiel, defect or non-airworthy condition of any product or component found to potentially cause a non-conformity to the original specifications of this contract. The Government reserves the right to inspect any non-conforming product or component. Therefore, the Contractor shall obtain approval from the Contracting Officer prior to the disposition of any non-conforming product or component.

3.1.2 The contractor’s quality control manual shall address in detail the contractor’s risk management, test, inspection, non-conforming product and counterfeit/suspect parts processes.

3.1.3 The Contractor shall immediately notify the Contracting Officer of any changes that potentially have an impact on the product. Changes may include but are not limited to products, processes, materiel, supplier sources, manufacturing facility location and personnel qualifications.

3.1.4 Upon notification of the change, the USCG will approve or deny the change. Facility location changes may require the Government to perform a facility inspection. The contractor shall allow the Government access to all applicable areas of the contractor’s facilities to ensure compliance with contractual requirements. In the event that the change is not approved by the

USCG, the contract, delivery order or task order may be cancelled or terminated IAW FAR regulations.

3.1.5 The contractor shall retain all records IAW FAR 4.7 Contractor Records Retention. The contractor shall be required to permit Government access to applicable records retained at any level of the supply chain.

3.1.6 Unless otherwise specified, the Contractor shall flow down all requirements in this contract to their supply chain, to include all subcontractors and suppliers.

3.2 Warranty

The contractor’s standard warranty for repaired items will be incorporated into the contract.

4.0 Contractor Personnel

4.1 Qualified Personnel

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

SOW. The Contractor shall be an authorized distributor of the OEM and shall be authorized by the OEM to perform the maintenance, repair, and calibrations on the listed equipment.

4.2 On-Site Visits

All on-site visits will be coordinated with the technical point of contact (POC). The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times during the onsite visit.

4.3 Contractor Representative

The Contractor shall provide a single POC that shall be responsible for all Contractor work performed under this SOW. The Contractor shall provide the name of the POC and the name(s) of any alternate POCs authorized to act for the Contractor in the absence of the primary POC before the start of performance. The primary POC and all designated alternates shall be able to read, write, speak and understand English.

4.4 Identification of Contractor Employees

The Contractor shall ensure all employees present a professional appearance appropriate for the position held. All Contractor personnel shall be identified by a distinctive nameplate, emblem, or patch attached in a prominent place on an outer garment so as not to present a Foreign Object

Debris (FOD) hazard and clearly identifying the employee as a representative of the contracted firm.

5.0 Policies and Regulations

5.1 Compliance with Local Regulations, Instructions, Directives

Contractor personnel shall comply with all local base regulations, instructions, directives, orders, and special procedures as promulgated by the Commanding Officer, USCG Base Support Unit

(and all tenant commands), Elizabeth City, NC.

5.2 Removing Employees for Misconduct or Security Reasons

The Contracting Officer may direct the Contractor to remove any Contractor employee from

USCG 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.

5.3 Tobacco Policy

The USCG prohibits the use of smoking tobacco and smokeless tobacco in the workplace to protect the health of all its workers. The workplace includes any area inside or outside of a building or facility under the custody and control of the USCG where work is performed by active duty personnel, civilian employees, or personnel under contract to the USCG. The use of tobacco is prohibited in all USCG Government vehicles (including Cushman type), in all USCG aircraft, floating unit, or any other aircraft contracted for use in the USCG. The use of tobacco products (smoking and smokeless) is permitted only in designated areas as defined in USCG

ALC Instruction 6280.1 (series). Contractors may only use tobacco products in designated smoking areas and are accountable for appropriately discarding their smoking material and/or spit tobacco. Tobacco spit and residue shall be held in containers with sealing lids to prevent odor and accidental spills and disposed of in a sanitary manner that prevents public exposure.

Employees caught violating the tobacco policy may be subject to immediate removal IAW section 9.2.

5.4 Environmental, Safety, And Occupational Health (ESOH)

The Contractor is solely responsible for compliance with all federal, state and local laws, including but not limited to the Occupational, Safety and Health Act (OSHA) (Public Law 91-

596) and the resulting standards, OSHA Standard 29 CFR 1910 and any ALC Instructions as applicable, and the protection of their employees. Note: ALC Instructions are annotated because many of the USCG/ALC standards exceed the OSHA standard criteria. If a conflict is noted, the most stringent requirement takes precedence. The Government shall assume no liability or responsibility for the Contractor's compliance or non-compliance with such requirements. In addition, the Contractor is required to flow down the safety requirements/specifications to all subcontracts/subcontractors. Safety requirements listed herein that do not concern Contractor’s operations or services shall be considered self-deleting as mutually agreed by the Contracting

Officer and the Contractor.

5.4.1 The Contractor shall ensure their employees are made aware that the performance of these services will occur in industrial areas. The industrial complex at ALC has the potential to expose workers to hazardous materials, which may include, but is not limited to hexavalent chromium, cadmium, beryllium, lead and others. Areas where exposures are expected to exceed the permissible exposure limits set by 29 CFR 1910 Occupational Safety and Health Standards, Subpart Z - Toxic and Hazardous Substances are clearly marked as regulated areas. There may also be contact hazards with these materials during cleanup of dust, metal shavings, etc. The

Contractor shall ensure proper protective measures are taken to ensure contracted employees are protected from these hazards, including the use of personal protective equipment. While working in regulated areas where the exposure to hazardous dust is expected, the USCG recommends, at a minimum, the use of Powered Air Purifying Respirators (PAPR) with a protection factor of 1000 when exposure levels may reach the OSHA permissible exposure levels.

5.4.2 The Contractor shall be subject to safety inspections of its work sites by the Government.

Contractor safety records shall be available upon request by the Contracting Officer. The

Contractor shall be liable for, and shall indemnify and hold harmless the USCG against, all actions or claims pertaining to the “personal” safety requirements of employees. The Contractor shall provide all personal protective equipment (respiratory protection, hearing protection, gloves, steel-toed shoes, safety glasses, protective clothing, etc.). In addition, the Government is not responsible for medical examinations, hearing testing, substance abuse testing, or any other type of testing for Contractor employees.

6.0 Travel

The contractor may propose a fixed service rate to include all travel costs. If acceptable, the USCG will remove this section at time of award. If a fixed service rate cannot be agreed upon, the USCG will pay for travel based on actual costs as stated below.

6.1 Travel Policy

Performance under this contract will require travel by Contractor personnel. If travel is required, the Contractor is responsible for making all necessary arrangements for its personnel. These include but are not limited to: medical examinations, immunizations, passports/visas/etc., and security clearances. The Government will reimburse the Contractor for allowable travel costs incurred by the Contractor in performance of the contract IAW Federal Acquisition Regulation

(FAR) Subpart 31.205-46. All costs incurred for lodging, meals, and incidental expenses required for tasks assigned under this contract shall be considered reasonable and allowable only to the extent that they do not exceed on a daily basis the maximum per diem rates in effect at the time of travel. These rates can be found at http://www.gsa.gov/portal/content/104877.

http://www.gsa.gov/portal/content/104877

6.1.1 The Contractor shall be responsible for obtaining written approval from the Contracting

Officer PRIOR to the start of any required travel. The Contracting Officer will inform the

Contractor of any requirements pertaining to the trip (i.e., Air or Rental Car, how many rental cars are authorized, travel dates, etc.). Travel completed without prior Contracting Officer approval or travel that differs from what has been authorized by the Contracting Officer will not be reimbursed.

6.1.2 The Contractor agrees, in the performance of necessary travel, to use the lowest cost mode commensurate with the requirements of the mission and IAW good traffic management principles.

6.1.3 The travel reimbursable herein includes only that travel (commercial carrier, or private automobile or auto rental) performed from the Contractor’s plant to the site of work, between the sites of work, and from the site of work to the Contractor’s plant. Travel performed for personal convenience (including daily travel to and from work) will not be reimbursed hereunder.

6.2 Travel Reimbursement

To be reimbursed for travel, the Contractor shall invoice for travel during the month the travel is completed or the month immediately following. The Contractor’s invoices shall include receipts or other evidence substantiating actual costs incurred for authorized travel. The documentation shall include, but is not limited to, legible copies of all receipts on letterhead (such as lodging, car rental, airline tickets, parking, tolls, etc.). The documentation shall be provided to the

Contract Specialist for verification and approval.

6.2.1 Air Travel

The contactor shall be reimbursed for Air Travel at the actual cost of the airfare. The Contractor shall utilize the lowest available commercial discount airfare. Other than the lowest available commercial discount airfare may be reimbursed if the Contractor can demonstrate real cost savings to offset any increased airfare cost (e.g., shorter trip duration resulting in hotel, per diem, rental car or other cost). In no event will such payments exceed the rates of common carriers.

The Government will only authorize flights utilizing coach class, no upgrades will be authorized.

The Contractor is only authorized baggage fees for one (1) checked bag that falls within the airlines standard weight category. Payment for excess or overweight bags will only be authorized with the Contracting Officer’s approval.

6.2.2 Car Rental

When a rental car is determined necessary, the Contractor shall be reimbursed for the actual cost of the car when the services are required to be performed beyond the normal commuting distance from the Contractor’s facilities. Original receipts for all rental car expenses to include gas, bridge or road tolls, etc. shall be provided.

6.2.2.1 The rental car classes allowed for each trip, unless otherwise approved by the Contracting

Officer, are as follows:

2 or less travelers – Small (compact or economy)

Up to 4 travelers – Medium (intermediate or full-size)

More than 4 travelers – Either divided into smaller groups to meet the sizes specified above or may upgrade to an SUV/Passenger Van, whichever is most cost effective.

6.2.2.2 The rental car class requirements in section 6.2.2.1can be waived if a larger class than specified is the same cost or less expensive.

6.2.3 Special Vehicle and/or Truck Rentals

The Contractor shall be reimbursed for actual rental/lease of special vehicles and/or trucks (i.e., of a type not normally used by the Contractor in the conduct of its business) only if authorized by the Contracting Officer. Reimbursement of such rental shall be made based on actual amounts paid by the Contractor. Use of rental/lease costs of vehicles and/or trucks that are of a type normally used by the Contractor in the conduct of its business are not subject to reimbursement.

6.2.4 Privately-Owned Conveyance (POV)

When transportation by POV is more cost effective, the Contractor shall be paid on a mileage basis not to exceed the applicable Government transportation rates applicable at the time of travel. Authorization for the use of POV shall be the actual distances traveled (by the most direct route) from the person’s regular work site.

6.2.5 Per Diem

Per Diem to include the cost of lodging, meals and incidental expenses shall be paid IAW

Federal Acquisition Regulation 31.205-46 (a) (2) and (3). The authorized per diem rate shall be the same as the prevailing per diem in the worksite locality. The applicable rate is authorized at a flat 75% on the day of departure from Contractor’s home or local office, and on the day of return. Receipts for meals and incidental expenses are not required.

6.2.6 Lodging

The published lodging rate for a locality includes the basic room cost. Original receipts, including traveler’s name and date of stay shall be required for such lodging. Lodging taxes are reimbursable as a miscellaneous travel expense limited to the taxes on reimbursable lodging costs. No personal telephone calls or hotel/motel in-room movies will be authorized. IAW

Federal Acquisition Regulation 31.205-46 (a) (3), reimbursement above the maximum lodging rate may be authorized in certain instances.

7.0 Delivery Requirements

7.1 Government Required Delivery for Priced CLINs

The following table shows the required delivery for each priced CLIN listed in the schedule.

Early deliveries, when appropriate, are desired and acceptable. The required delivery dates remain the same for all respective option year CLINs.

CLIN Item Description IAW

Section

Due No Later Than:

0001-

Yearly Inspection, Maintenance and

Calibration of machines

2.2 Annually

0050 Site Visit - Test and

Evaluation

2.4.1 As Required

0053 Repair 2.4.3 As Required

7.2 Government Required Delivery for Not Separately Priced (NSP) CLINs

NSP CLINs represent items that are provided by the Contractor to the USCG at no additional cost. The following table shows the required delivery for each NSP CLIN listed in the schedule.

Early deliveries, when appropriate, are desired and acceptable. The required delivery dates remain the same for all respective option year CLINs.

CLIN Item Description IAW

Section

Due No Later Than:

0054 Certificate of Calibration 2.3 Within thirty (30) days of the annual visit.

0055 Calibration Decal 2.3.1 At time of service.

0056 Annual Progress Report 8.1 Within thirty (30) days of the annual calibration visit.

7.3 F.O.B. Point

The F.O.B. point for shipments under this contract is F.O.B. Destination. Prices in the schedule include all applicable customs, duties, taxes and shipping charges; therefore, no additional charges for shipping will be allowed unless indicated by a bilateral modification to the individual delivery order.

8.0 Reports

8.1 Annual Progress Reports

The Contractor shall provide an annual progress report to the Contracting Officer via electronic mail. This report shall include a summary of all Contractor work performed during their visit, including a breakdown of all costs by line item, an assessment of technical progress, schedule status, and any Contractor concerns or recommendations for the previous reporting period.

9.0 Contract Information

9.1 Period of Performance

The period of contract performance includes one (1) one-year base period and, if exercised, two

(2) one-year option periods.

9.2 Place of Performance

The primary place of performance will be:

Aviation Logistics Center

1664 Weeksville Road

Elizabeth City, NC 27909

9.3 Hours of Operation

The Contractor shall perform all work between the hours of 0700 and 1630 Eastern Standard

Time, Monday through Friday (except Federal holidays). However, there may be occasions when the USCG will require the work to be completed during other than normal business hours, including weekends and holidays. In these instances the USCG will work with the Contractor to establish the schedule.

9.4 Inspection and Acceptance Criteria

All work is subject to Government Quality Assurance (QA) review in process and upon completion for compliance with requirements, instructions, specifications, shop practices and procedures. Any work that is considered unsatisfactory shall be corrected at no additional cost to the USCG. Work will not be accepted by the Government until the QA inspector considers all work complete and acceptable.

10.0 Invoicing

10.1 Invoicing Instructions

Unless otherwise specified in the schedule or on individual task orders issues under this contract, the contractor’s invoice shall be submitted IAW FAR 52.212-4 to the designated billing office for payment as noted below. The Contractor is HIGHLY encouraged to submit invoices electronically to ALC-Fiscal@uscg.mil.

Chief, Fiscal Branch

USCG ALC

Fiscal Branch, Bldg. 63

1664 Weeksville Road

Elizabeth City, NC 27909

Contract Number: (To be assigned at time of issuance

Delivery Order Number: (To be assigned at time of issuance)

10.2 Payment Information

All payments will be made electronically IAW FAR 52.232-33. The contractor may submit the invoice once services have been completed. The invoice will not be approved until all services have been received.

mailto:ALC-Fiscal@uscg.mil