80SSC023K0001_Attachment J-1 PWS.pdf

Attachment J-1

PERFORMANCE WORK STATEMENT

SSC Heavy Equipment Leasing

1. BACKGROUND

This is a Firm Fixed Price contract that includes IDIQ elements, for a two (2) year base with three (3) one-year option periods for a five-year Period of Performance (POP), to supply heavy equipment leasing services in direct support of the NASA John C. Stennis Space Center (SSC) in Hancock County, Mississippi. The Contractor shall provide heavy equipment to qualified NASA heavy equipment operators (civil servants and/or NASA Contractors). Leased equipment will typically be operated at a maximum level of 8 hours per day. All heavy equipment shall be delivered and maintained safe and fully operational.

Stennis Space Center is the partner of choice for providing propulsion test capabilities to the nation. Stennis utilizes its unique location and assets to collaborate with other agencies, academia, and industry to develop and test autonomous systems, enhance national security, and increase knowledge of the Earth and its oceans. With a 13,800-acre fee area, surrounded by a 125,000-acre buffer zone, Stennis serves as NASA’s prime example to maximize sustainability and footprint by virtue of the Federal city which is home to more than 30 Federal, State, academic, and private organizations, as well as numerous technology-based companies.

2. SCOPE OF WORK

The scope of work includes the leasing of various identified types and sizes of heavy equipment and related services, equipment transportation and pickup, preventive and corrective maintenance, and fuel and lubrication service. Equipment will be leased “dry” (without operator) and shall be in fully serviceable condition, cleaned of all dirt and vegetation, fueled and ready to begin work upon departure from the Contractor. Equipment will be operated by experienced NASA equipment operators at the performance site.

There is a “Brand Name or Equivalent” requirement. Proposals of equivalent items must clearly identify the characteristics that make them similar to the preferred brand name equipment. The Contractor shall furnish all heavy equipment, maintenance services, repair services, and transportation to provide heavy equipment leasing services. The Contractor shall be responsible for complying with all applicable Federal, State and local regulations, including but not limited to the Environmental Protection Agency (EPA) and State of Mississippi regulations. During the period of performance, the equipment on the Equipment List (Attachment J-4) will be required on a continual basis.

3. GENERAL REQUIREMENTS

3.1 The Contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to perform services as defined in this PWS. The Contractor shall provide all essential services required for the maintenance of the heavy equipment, in accordance with (IAW) the Original Equipment Manufacturer (OEM), and NASA, and commercial standards as referenced in this contract. All heavy equipment provided by the Contractor must be of a model year no older than eight (8) years from the delivery date and must not have over 5,000 operation hours when delivered.

3.2 Delivery Requirements

3.2.1 The Contractor shall be responsible for the transportation of all equipment, including (but not limited to) delivery, off-loading, on-loading, and removal related to set-up, tear-down, and replacement. Each piece of equipment shall be delivered operational, with a full fuel tank and all required attachments.

3.2.2 Prior to the delivery of equipment, the Contractor must conduct an equipment inspection to ensure there are no mechanical malfunctions and that the delivered equipment is operational. The Contractor must pay particular attention to inspecting the engine, transmission, brakes, lubrication, cooling system, tire pressure, battery fluid and charge levels, and all other essential components IAW with OEM’s and commercial industry standards.

3.2.3 The Contractor shall be responsible for providing drivers who will deliver and pick up the equipment. The Contractor shall deliver each piece of equipment to Stennis Space Center (SSC) in Picayune, Mississippi. The working area of SSC is approximately 800 acres. The specific delivery location(s) within SSC will be identified by the designated Technical Manager (TM) at the time of rental per Attachment J-1, Appendix A Site Map (the site map will be provided if/when an official RFP is released). Badged access is required to enter the site; additional access requirements exist for deliveries to the test complex. The designated TM will coordinate access and will sign for deliveries.

3.2.4 Deliveries shall be made Monday through Friday, 0800-1600. No Saturday, Sunday, or Federal holiday deliveries will be accepted. All equipment must be delivered on the confirmed date unless other arrangement are made with the designated NASA representative. The Contractor must call to coordinate pickup and delivery of equipment through the contracting TM. If the TM cannot be reached, the Contractor may contact the Contracting Officer’s Representative (COR). NASA acknowledgement of receipt will be based on the delivered equipment meeting the minimum acceptable standards.

3.2.5 The interior and exterior of the equipment must be free of excessive soil, rust, and damage on delivery. NASA will document any minor discrepancies upon arrival. Due to local environmental conditions and the nature of long-term equipment leasing, NASA will not be liable for normal wear and tear, to include the degradation of leased equipment exterior surfaces. IAW OEM commercial standards, the spark arrester must be in place on all naturally-aspirated engines. All factory guards shall be in place and in functional condition (i.e., engine compartment, radiator protection, rock guard for a main lift cylinder, etc.).

3.2.6 The Contractor shall be responsible for providing fluids, fuel additives (e.g., Diesel Exhaust Fluid [DEF]), lubricants, and any other products required to operate the equipment covered by the contract. The Contractor shall make regular deliveries of these supplies as needed, to locations near the equipment as identified by NASA.

3.2.7 The Contractor shall conform to the safety requirements contained in the contract, as well as Federal, State, and local requirements as applicable. Equipment must meet all safety and manufacturer requirements and have, as a minimum, the following safety features: seatbelts, view mirrors, view cameras (where provided), windshield wipers, lights, brakes, horn, and an audible reverse warning device (backup alarm) as per commercial industry standards. The supplied heavy equipment must include a commercial industry standard fire extinguisher, mounted and accessible with current safety inspection tags.

3.2.8 Tires shall have load ratings in accordance with the Gross Vehicle Weight Ratings (GVWR). All tires on supplied heavy equipment, including the spare tire if equipped, shall have sound sidewalls and bodies, and tire tread depth must be at a minimum 50% or better than the OEM’s commercial standards for maximum tread wear.

3.2.9 The Contractor shall ensure all closed-cab equipment arrives with an industry-standard enclosed cab to include windows, locking cab doors, and a sealed roof. All windows, doors, and roofs shall not be damaged and shall be in serviceable condition with proper seals against inclement weather conditions.

3.2.10 The Contractor shall provide all accessories and attachments required for each piece of heavy equipment listed in this PWS and its attachments.

3.2.11 The Contractor shall provide commercial or vendor-produced operator manuals for all equipment at the time of delivery.

3.3 Accidents

The Contractor shall provide an emergency contact sheet, posted inside the equipment, that the operator can use in the event of an accident. The Contractor must include, at a minimum, contact information and procedures for handling the reporting of the accident. This information will be provided to the Contractor after award.

3.4 Joint Inspection

3.4.1 Prior to acceptance at the contract start-up, equipment change-out, non-operational equipment exchange, and at contract closeout, a join inspection will be conducted by the COR, the TMs, and the Contractor to determine the mechanical and physical condition of the equipment. The Contractor may have subcontractors present during the inspection; however, the Contractor shall not delegate this responsibility.

3.4.2 The initial inspection shall be conducted within three (3) days of the beginning of the POP. This inspection and all subsequent inspections shall be coordinated in advance of the event with the COR.

3.4.3 Inspection findings will be jointly documented on a Contractor-provided, NASA-approved inspection document and filed as part of the contract record. The inspection paperwork will be used to validate equipment claims against NASA.

3.5 Familiarization Training

3.5.1 The Contractor shall provide familiarization training to TM’s and equipment operators, sufficient to allow them to safely operate all equipment and attachments. The first training shall occur during the first week of the POP, with up to two make-up sessions to ensure all NASA staff are trained. The make-up sessions shall be held during the first two weeks of the POP. The time and date must be coordinated with the COR prior to delivery.

3.5.2 The training shall be an overview to cover basic operator controls and functions, daily inspection guidelines, frequency of maintenance checks, recurring preventative maintenance procedures to include (but not limited to) fluid checks, grease packing, and tire pressure, and unique requirements (e.g., DEF, re-generation faults, and power take-off [PTO] operations / requirements).

3.6 Preventative Maintenance and Corrective Maintenance

3.6.1 The Contractor shall be responsible for all preventative maintenance (PM) and corrective maintenance (CM) on the equipment. Preventative maintenance is the regular and routine maintenance of the equipment to keep the equipment operational and to prevent any unexpected equipment failure. Corrective maintenance is repairs that are performed to rectify and repair faulty equipment due to normal wear and tear, damage caused by use, or defects. When the repair technician finds an issue which requires corrective action during PM service, the Contractor shall notify the TM prior to the approval and execution of CM repairs.

3.6.2 Scheduled and Unscheduled Maintenance and Repairs

The Contractor shall perform both scheduled and unscheduled maintenance and repair services while making every possible effort to minimize equipment downtime. The Contractor must be prepared to provide all parts, labor, tools, and expertise necessary to complete required maintenance and repair tasks. The Contractor must be prepared with a parts inventory that supports the on-site maintenance and repair services.

3.6.3 Scheduling Repairs

The Contractor shall schedule and coordinate with the designated Technical Monitor (TM) all heavy equipment preventative maintenance (PM) services at least seven (7) working days prior to the maintenance. This can be done by creating a recurring schedule or by written notification (e.g., email). PM services shall be performed under commercial and OEM standards. The Contractor shall be responsible for all major wear and tear failures to all supplied equipment, including but not limited to bald / defective tires, engine, transmission, and any system operational malfunction.

3.6.3 Repairs During Business Hours

When conducting onsite repairs, repair technicians shall conduct repairs during normal business hours. Normal work hours are Monday through Friday from 0700-1700 (CT), excluding Federal holidays. The Contractor shall discuss repair findings with the TM prior to executing such repairs. All repair technicians shall check in and out with NASA personnel before and after repairs to discuss any findings.

3.6.4 Equipment Failure

If equipment fails to operate properly or needs major repair, NASA will immediately cease operation of the equipment and notify the Contractor within 24 hours. The Contractor has one (1) business day to respond and to begin repairs of the equipment. If the equipment is non-operational for more than two (2) days, replacement equipment shall be provided at no additional cost to NASA. The Contractor may also opt to provide replacement equipment in lieu of repairs at any time. Normal wear and tear labor and repair costs will be the responsibility of the Contractor. This responsibility includes any service calls to determine repair needs.

3.6.5 Recovery and Replacement

Upon notification, the Contractor shall recover disabled vehicles IAW with the timeframes identified in this contract. The recovery location will be the location where the failure occurred, which may not be the identified worksite where the equipment and supplies are stored.

3.6.6 Heating and Air Conditioning (A/C)

Contractor shall ensure that heating and A/C systems remain in working condition at all times. Upon failure of the heating or A/C system, the Contractor shall restore them to full operation in accordance with the provisions of section 3.6.4, Equipment Failure. If the Contractor elects to replace the equipment, the new equipment must meet the same commercial standards as the equipment replaced. Equipment replacement will be an operational cost to the Contractor and will not result in additional cost to NASA.

3.6.7 Repairs for Damages Determined to be the Responsibility of NASA If any equipment is damaged in the performance of the contract, a damage report must be submitted to the COR for investigation and review prior to any authorization for repair from the contracting Officer (CO). Replacement parts and materials for these repairs shall be determined fair and reasonable by the COR prior to performing the work. Should it be determined the damage is a direct result of NASA misuse or abuse, NASA will issue a task order.

3.6.8 Routine Site Visits

The Contractor’s mechanics shall determine a schedule to conduct routine site visits in order to maintain equipment in a serviceable and safe condition. This schedule shall be communicated to the relevant TMs and the COR to ensure access and availability. On designated site visit days, the Contractor shall ensure the appropriate mechanic(s) are at the work site no later than (NLT) 0800 CT for repairs / replacements to support Preventative Maintenance (PM) and to address any reported equipment outages (CM).

3.6.9 Work Reports

The Contractor shall submit monthly work reports to the COR documenting equipment delivered, removed, and on-site, results of load testing, and PM and CM activities. See Attachment J-2 for DRD requirements

3.7 Insurance

The Contractor shall maintain liability insurance for any damage or third-party liability. The Contractor shall maintain a copy of all proofs of required insurance and shall make copies available to the Contracting Officer upon request. In accordance with FAR 52.228-5, Insurance on a NASA Installation, the Contractor, at its own expense, shall acquire and thereafter maintain the following kinds of insurance with respect to performance under this contract:

a. Workmen’s Compensation Insurance, or equivalent workmen’s compensation coverage, as required or prescribed by law, with minimum employer liability of $100,000 for accidental bodily injury or death, or for occupational disease.

b. Comprehensive General Liability with minimum limits of $500,000 per occurrence for bodily injury.

c. Comprehensive Automobile Liability with minimum limits of $200,000 per person and $500,000 per accident or occurrence for bodily injury, and $20,000 per occurrence for property damage.

3.8 Hazardous Waste Recovery & Disposal

3.8.1 Hazardous waste requirements associated with daily maintenance actions include dirt contaminated with fuel, oil, hydraulic, transmission fluid, etc., used maintenance rags, and excess product. The TMs will keep the Contractor updated on the amount of hazardous waste at the performance site.

3.8.2 The Contractor is responsible for the collection and disposal of all hazardous waste resulting from Contractor maintenance, equipment failure, or generated by NASA personnel. The contractor shall provide hazardous waste containers and shall empty and/or replace them within two (2) business days of being notified by NASA that the containers are full.

3.8.3 The Contractor shall comply with all applicable local, State and Federal requirements when removing and disposing of hazardous waste materials. The Contractor shall seek and obtain concurrence from appropriate agencies and NASA Environmental staff assigned to cover the site regarding the completion of proper hazardous waste containment, removal, and disposal.

3.8.4 The Contractor shall forward hazardous waste recovery and disposal documents to the CO for inclusion in the official contract record. The documents shall meet all Federal, State, and local requirements.

3.9 Operational Requirements

3.9.1 Provide slings, lifting assemblies, and specialized handling fixtures in support of

Contractor heavy equipment operations. NASA will provide existing items at the beginning of the contract, with the requirement that the Contractor shall replace them as they become damaged or wear out.

3.9.2 Maintain, load test, and inspect as required slings, lifting assemblies, specialized handling fixtures, and lifting equipment in accordance with NASA-STD-8719 .9, Standard for Lifting Devices and Equipment.

4. APPLICABLE REFERENCES

The Contractor shall comply with current versions of the following reference documents in the execution of this contract.

• SWI-8834-0001, Lifting Devices and Equipment Management Instructions

• NASA-STD-8719.9, Standard for Lifting Devices and Equipment.

• NFPA 1911, Standard for the Inspection, Maintenance, Testing, and Retirement of In-

Service Emergency Vehicles.

5. NASA RESPONSIBILITIES

5.1 After initial delivery of the equipment and throughout the period of performance, NASA will be responsible for fueling the heavy equipment. NASA will not top off fuel tanks for the equipment return process.

5.2 Reserved

5.3 Daily maintenance inspections will be provided by a qualified NASA heavy equipment operator. NASA will record maintenance inspections on all leased equipment and will provide documentation to the Contractor on request.

5.3.1 Operator Maintenance Inspection

NASA inspections will consist of the activities listed below. The Contractor may suggest additional activities for NASA’s consideration. NASA will provide space for Contractor-provided supplies and storage cabinets, and access for Contractor suppliers to keep them stocked.

a. Daily fluid level checks, (oil, hydraulic fluids, brake fluid, transmission fluid, and coolant) and topping off fluid levels as needed.

b. 360-degree visual walk-around inspections.

c. Inspection of hydraulic lines for leaks and cracks.

d. Inspection of tires for pressure and wear.

e. Inspection of attachments for serviceability, adjustments, and safety issues.

f. Inspection of all grease fittings after every 8 hours of operation, and adding lubricant as needed.

g. Inspection / lubrication of hinges and latches on panels and doors.

h. Inspection of battery fluid levels, corrosion, and terminal link closures.

Address as needed, and report to the Contractor for repair.

i. Verify fire extinguisher inspection is current.

5.4 NASA will not make any alterations or improvements to the equipment.

5.5 NASA will secure all heavy equipment prior to predicted severe weather, e.g., tropical storms and hurricanes.

5.6 NASA will ensure the equipment is relatively clean prior to Contractor pick-up at the end of the POP.

6. QUALITY ASSURANCE

6.1 NASA will evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP) in Attachment J-X (the QASP will be provided when/if an official RFP is released). This plan is primarily focused on what NASA will 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 acceptable quality levels / defect rates.

6.1.1 NASA will periodically evaluate the Contractor’s performance by appointing Contracting Officer’s Representative(s) (CORs) and Technical Monitors (TMs) to monitor performance and ensure services are received. The COR(s) and TMs will evaluate the Contractor’s performance through intermittent on-site inspections of the Contractor’s quality control program and receipt of complaints from NASA personnel.

NASA may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, NASA may decrease the number of quality control inspections if merited by performance. NASA will also investigate complaints received from various customers and tenants located on site. The Contractor shall be responsible for responding to the COR to address customer complaints. A NASA representative will make the final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

6.1.2 The COR(s) or alternate(s) will inform the Contractor’s manager when discrepancies occur and will request corrective action. The COR(s) or alternate(s) will make a notation of the discrepancy on the QASP with the date and time the discrepancy was noted.

6.2 QUALITY CONTROL

The Contractor shall provide a complete Quality Control Plan (QCP) to ensure the requirements of the contract are provided as specified. The overall control of quality must meet the specified performance thresholds for each requirement specified in Attachment J-3. The Contractor shall develop and implement procedures to identify and prevent recurrence of unacceptable service levels. The Contractor shall submit their proposed QCP with their bid, and submit their final QCP to the contracting Officer (CO) for review no later than two (2) weeks after award. The contactor shall update the plan as changes occur and changes shall be submitted for review by the CO.