Attachment_(1)_PWS_-_Raymond.doc

Attachment (1) PWS

DEPARTMENT OF HOMELAND SECURITY (DHS)

PERFORMANCE WORK STATEMENT (PWS)

FOR

Raymond Forklift Maintenance

1.0 GENERAL

1.1 Background

The United States Coast Guard (USCG) Yard warehouse located in Baltimore, Maryland provides support for over $800M in inventory for the Coast Guard fleet servicing over 1800 assets. The Raymond forklifts are the only machines currently owned by the ICP that can reach the top of the stacks, plus with limited space between the stacks, these forklifts have special sensors that "read" the guides in the concrete floor which ensures they stay on a straight line. This prevents accidents, allows the operator freedom to retrieve parts safely, and maximizes the limited space available. There are twelve (12) forklifts of varying ages that require consistent upkeep and maintenance. Without the use of Raymond forklifts surface assets around the globe would not receive necessary parts to be fully mission capable.

1.2 Scope

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision and other items for non-personal services necessary to perform maintenance services as defined in this Performance Work Statement.

1.3 OBJECTIVE

The Contractor shall be responsible for maintaining operational capability for all Raymond forklifts located at USCG Yard, Baltimore, Maryland. Operational capability is defined as no more than one (1) forklift being down for no more than one (1) week at any given time. It is the Government’s belief that this objective is achieved through the below listed tasks.

1.4 GENERAL INFORMATION

1.4.1 Quality Assurance: The Government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.4.1.1 Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 TASK ONE. PREVENTATIVE MAINTENANCE (PM)

2.1.1. Perform quarterly PM services in accordance with manufacturer specifications to include, but not limited to, change oil, filters, fluids, adjust and check brakes, lights and safety devices, etc. (Minor maintenance)

2.1.2. Perform annual PM services in accordance with manufacturer specifications to include, but not limited to, repair/replace hydraulic hoses and leaks, inspect, repair/replace tires, brakes, bearings, filters, hoses, fluids, safety lights and equipment etc. (Major/mandatory maintenance replacements)

2.2 TASK TWO. PM CHECKLISTS

2.2.1. Document and record details of each preventative maintenance inspection. The PM inspection checklist shall identify any deficiencies and include the Contractor’s recommended repairs and any other pertinent information.

2.2.2. COR approval signature is required at the time of inspection on all PM checklists. A copy of the signed checklist shall be forwarded to the COR via electronic mail no later than two (2) business days after inspection.

2.3 TASK THREE. UNSCHEDULED REPAIRS

2.3.1. Perform minor repairs, not previously identified via inspection, in a timely manner. Provide troubleshooting advice and if needed, schedule a visit to perform necessary minor repairs. Minor repairs for the purpose of this contract is identified as any request for service less than $2,000.00. The Contractor shall respond to requests for repairs within 48 hours.

2.3.2 For repairs that exceed $2,000.00, the Contractor shall provide a quote for all repairs, parts and materials, beyond preventative maintenance. The quote will be subsequently used to negotiate the need for proposed repairs separate from this contract. These repairs shall not be performed, nor should it be assumed, as part of this PWS and subsequent contract. Similarly, any delay or impact to schedule will not reflect negatively to meeting the objective of operational capability.

3.0 CONTRACTOR PERSONNEL

Contractor personnel shall be qualified in maintenance of the above stated equipment at the level of maintenance required to perform repairs.

3.1 Employee Access

Contractor employees shall contact COR via e-mail or telephone 24 hours before arrival on base. If prior notice is not possible, contractor employees must coordinate same day arrivals with COR for escort on base. All contractor vehicles must have proof of state registration and current proof of insurance.

3.2 Employee Identification

Contractor employees visiting Government facilities shall wear clothing or other items (ex. badge) that, at a minimum, displays the Contractor name and the employee’s photo and name. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall 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.

3.3 Employee Conduct

Contractor’s employees shall 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 shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The COR shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.4 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (via the Contracting Officer or COR), 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 SECURITY

Contractor access to classified information is not currently required under this PWS.

4.1 PERIOD of Performance

The period of performance for this contract is a one-year base period with four one-year option periods as follows:

Base Period

September 7, 2018 through September 6, 2019 Option Period One

September 7, 2019 through September 6, 2020 Option Period Two

September 7, 2020 through September 6, 2021 Option Period Three

September 7, 2021 through September 6, 2022 Option Period Four

September 7, 2022 through September 6, 2023

4.2 PLACE OF PERFORMANCE

The primary place of performance will be SFLC Inventory Control Point (ICP), located on the Coast Guard Yard at the following address: 2400 Hawkins Point Road, BLDG 88 (ICP), Baltimore MD, 21226.

4.3 HOURS OF OPERATION

The Contractor employees shall 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 may need to work other than normal business hours to repair equipment in a timely manner. The COR shall approve any deviation from the hours listed in this PWS.

4.4 POST AWARD CONFERENCE

The Contractor shall attend a Post Award Conference with the Contracting Officer and the COR no later than 10 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 the award. The Post Award Conference will be held at the Government’s facility, located at 2400 Hawkins Point Road, Baltimore MD, 21226, or via teleconference.

4.5 PROGRESS REPORTS

The Contractor shall submit a monthly progress report to the Contracting Officer and COR via electronic mail. This report is due on the last day of the month and shall include a summary of all Contractor work performed and any outstanding repairs, plus any Contractor concerns or recommendations for the previous reporting period.

5.0 GOVERNMENT TERMS & DEFINITIONS

5.1 COR – Contracting Officer’s Representative

5.2 DHS ( Department of Homeland Security

5.3 ICP ( Inventory Control Point (warehouse, BLDG 88)

6.0 GOVERNMENT FURNISHED RESOURCES

The Government will not furnish any resources to the Contractor in support of this contract.

7.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all materials, equipment and services necessary to fulfill the requirements of this contract.

8.0 GOVERNMENT ACCEPTANCE PERIOD

The COR 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 COR will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

8.1 The COR 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 COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

8.2 The COR will have 2 business days to review deliverables and make comments. The Contractor shall have two business days to make corrections and redeliver.

8.3 All other review times and schedules for deliverables shall be agreed upon by the parties based on the final approved Project Plan. The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

9.0 DELIVERABLES

The Contractor shall 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 COR prior to proceeding to next deliverable or event in this PWS.