A.02.12 SPAIN RMMR PWS 230308.pdf

FUEL PROGRAM RECURRING MAINTENANCE AND MINOR REPAIR

PERFORMANCE WORK STATEMENT

NAVSTA ROTA AND MORON AIR BASE

ROTA AND MORON, SPAIN

MARCH 8, 2023

U.S. Army Corps of Engineers, Europe District (USACE-NAU)

Wiesbaden, Germany

TABLE OF CONTENTS

I. INTRODUCTION

II. DESCRIPTION OF WORK

III. DEFINITIONS

1. Scheduled Maintenance

2. Unscheduled Maintenance

IV. SPECIFIC REQUIREMENTS

1. Task 1 - CONTRACTOR PLANS

1.1. Work Plan (WP)

1.2. Contractor Quality Control Plan (QCP)

1.3. Accident Prevention Plan

1.4. Kick Off Meeting

2. Task 2 - CONTRACTOR REPORTS

2.1. Site Specific Equipment Inventory List

2.2. Installation Status Report

2.3. Site Specific Comprehensive Warranty Report

3. TASK 3 Scheduled Recurring Maintenance (NAVSTA Rota)

3.1. Preventative Maintenance Frequencies

3.2. API 510 Inspections

3.3. Maintenance Reports

4. TASK 4 Unscheduled Minor Repair Service Orders (NAVSTA Rota)

4.1. Service Order Process

4.2. Site Specific Final Summary Report

5. TASK 5 Unscheduled Minor Repair Service Orders (AB Moron)

5.1. Service Order Process

5.2. Site Specific Final Report

6. TASK 6 – Annual Fuel Site Assessment (NAVSTA Rota)

7. TASK 7 – Annual Fuel Site Assessment (AB Moron)

8. TASK 8 – Unscheduled Repair Service Orders for Mobile Pantographs and Equipment (NAVSTA Rota)

9. TASK 9 – Unscheduled Repair Service Orders for Mobile Pantographs and Equipment (AB Moron)

10. TASK 10 – Installation Access (Base Year Only)

V. WARRANTY

VI. PERIOD OF PERFOMANCE

VII. SCHEDULE OF DELIVERABLES AND PAYMENT

1. Schedule

2. Initial Administrative Milestone Payment Schedule

3. Scheduled Maintenance Payment

4. Unscheduled Maintenance Payments

5. Table of Submittals

6. Invoicing

VIII. ANCILLARY WORK

1. Resident Management System

2. Reporting of Problems

3. Permits and Responsibilities to Work

IX. POINTS OF CONTACTS

X. GENERAL REQUIREMENTS

1. Public Disclosures

2. Services, Materials, and Equipment

3. Compliance with Laws and Regulations

4. Transportation

5. Access to Installation

6. U.S. Government Assistance

7. Contractual Relationship and Unauthorized Services

8. U.S. Government Quality Assurance (QA)

9. General Protection/Security Policy and Procedures and Access

10. Anti-Terrorist Operations and Security Operations

XI. CONTRACTOR REQUIREMENTS

1. Contractor Responsibility

1. Supervisory, Key Personnel, and Essential Positions

2. Worksite Appearance and Security

XII. SAFETY COMPLIANCE REQUIREMENTS

1. General

2. Service Orders Safety Requirements

XIII. ATTACHMENTS

I. INTRODUCTION

The Fuels Recurring Maintenance and Minor Repair program is a comprehensive maintenance program that provides vital maintenance and repair services to the United States Government to sustain a worldwide robust fueling capability in support of federal petroleum facilities and petroleum systems. The program is divided in two distinct parts, Recurring Maintenance and Minor Repair.

The Recurring Maintenance (RM) program follows the current Unified Facilities Criteria (UFC) 3-460- 03, general inspection and maintenance criteria for military land-based liquid petroleum fuel facilities. These criteria are applicable to all branches of the Department of Defense (DoD) and the Defense Logistics Agency (DLA). This contract requires a Contractor experienced in repair, maintenance, and operation of federal petroleum facilities and petroleum systems ensuring those systems are in compliance with codes, criteria, regulations, and laws of the United States/host nation (local and national). UFC 3-460-03 applies to all real property facilities used for storing, distributing, and dispensing fuels for reciprocating and jet engine aircraft, automotive fuels, lubricating oils, and diesel fuel. In addition to a well-maintained system or facility, the RM portions will return written reports detailing systems evaluated, corrective actions taken, and documenting facility, system, and component deficiencies.

The Minor Repair (MR) program provides a contract vehicle for corrective action of deficiencies to petroleum facilities, petroleum systems, and supporting Defense Logistics Agency (DLA) capitalized facilities as well as emergency response capability to ensure the safe and reliable accomplishment of the applicable fuels delivery mission. Other repairs may be requested by each DLA Capitalized Site for components, equipment, or systems in support of fuels delivery mission.

This contracting effort is part of a continuously improving Government approach to providing effective fuel systems Recurring Maintenance and Minor Repair Services. The Government recognizes a successful RMMR Contractor as one that takes ownership of the physical condition of the assigned Installation fuel delivery systems, executes continuous process improvement to increase efficiencies and reduce cost, and establishes a responsive rapport with Installation representatives, the USACE program management office, and the DLA customer program managers.

II. DESCRIPTION OF WORK

Under this Performance Work Statement (PWS), Contractor shall provide all labor, supervision, transportation, supplies, vehicles, tools, materials, equipment and incidental services required to execute and document Recurring Maintenance and Minor Repair Services for Defense Logistics Agency (DLA) capitalized facilities at Naval Station (NAVSTA) Rota and Air Base (AB) Moron, Spain. Contractor shall provide Recurring Maintenance and Minor Repair Services through implementation of a Preventive Maintenance Plan which defines, schedules, and executes periodic quarterly, semi-annual, and annual facility inspections. The preventative maintenance program shall also include Emergency Repair, Minor Repair, Emergency Environmental Support, and Records Management. The Contractor shall perform an annual assessment of facilities. The work will not be considered complete until a report in English or the language identified in the work request has been received, reviewed and approved by the USACE Contracting Officer’s Representative (COR). All required deliverables/documents will be reviewed by all project stakeholders.

III. DEFINITIONS

1. Scheduled Maintenance

Scheduled Maintenance consists of all scheduled, planned, and recurring maintenance of infrastructure and equipment with the goal of improving equipment life by preventing excess depreciation and impairment. This maintenance includes, but is not limited to, adjustments, cleaning, lubrication, minor repairs, filter and belt replacements.

2. Unscheduled Maintenance

Unscheduled Maintenance consists of Service Orders (SO) that are issued to repair or replace non-functional elements of the system or to correct current deficiencies as related to DLA-E capitalized assets. The Contractor shall identify, isolate, and rectify the deficiency or fault so that the failed equipment of system can be restored to an operational condition within the tolerances or limits established for in-service operations. Unscheduled maintenance may also be called corrective maintenance (CM).

Each Service Order proposal issued under the Unscheduled Maintenance Contract Line Item Number (CLIN) shall include all indirect labor, direct labor, material, and equipment costs associated with the preparation, assessment, troubleshooting, travel, and execution of repair.

IV. SPECIFIC REQUIREMENTS

The work will be accomplished through the performance of the tasks described below:

1. Task 1 - CONTRACTOR PLANS

The following section discussion the development and implementation of contractor plans.

1.1. Work Plan (WP)

The Work Plan shall be prepared and implemented by the Contractor as part of their project work.

The WP shall apply to all tasks/activities and products required by this contract. The WP shall be submitted in report format, and approved by the USACE Contracting Officer’s Representative (COR) before field activities can commence.

The Contractor shall provide a project specific WP including, at a minimum, the following:

a. Detailed Description of Project Activities

b. Detailed Project Schedule though entire period of performance that includes each task, milestone, and submittal under this PWS

c. Identification of Key Project Team Personnel with role and contact information

d. Plan to Obtain Installation Access

e. Permitting Plan (for all required permits to include, but not limited to, Hot-Work Permits, Dig

Permits, Camera Passes/Permits, Confined Spaces Permit)

f. Checklist of DLA Capitalized Assets and quarterly, semi-annual, and annual maintenance requirements for each asset with reference to the inspection requirements of this PWS

g. Emergency Response Plan (to include, but not limited to, Emergency Contact Information and Emergency Reporting Procedures)

The Contractor shall provide one electronic copy of the Draft Final Work Plan to the U.S. Army Corps of Engineers (USACE) COR in accordance with the delivery schedule. Comments to the Draft WP will be provided by the Naval Supply Systems Command (NAVSUP), Air Force, USACE, and Defense Logistics Agency (DLA) stakeholders, from which the Contractor will submit a Final WP for approval. Field work shall not commence prior to approval of the Final

WP.

1.2. Contractor Quality Control Plan (QCP)

The Contractor shall be responsible for contract performance quality control. To facilitate this effort, the Contractor shall establish an inspection system acceptable to the Government. The Contractor shall provide a Quality Control Plan (QCP), which addresses methods for meeting the requirements of this PWS.

The Contractor shall provide one electronic copy of the Draft Final Contractor Quality Control Plan to the USACE COR in accordance with the delivery schedule. Comments to the Draft WP will be provided by the Naval Supply Systems Command (NAVSUP), Air Force (USAFE), USACE, and Defense Logistics Agency (DLA) stakeholders, from which the Contractor will submit a Final QCP for approval. The complete Final QCP shall be submitted to the USACE COR in accordance with the delivery schedule. Field work shall not commence prior to approval of the Final QCP.

1.3. Accident Prevention Plan

The contractor prepare and shall submit a project specific Accident Prevention Plan (APP). The Contractor shall use a qualified person to prepare the written contract APP in accordance with the format and requirements of USACE EM 385-1-1- and as supplemented herein. The Contractor shall cover all paragraph and subparagraph elements in USACE 385-1-1, Appendix A “Minimum Basic Outline for Accident Prevention Plans”. The APP must be project specific and address any unusual or unique aspects of expected to be encountered under this contract.

Any actions required protecting the surrounding environment, community and other third parties (e.g. visitors) will be addressed in the APP. The Contractor shall insure that his/her personnel are not only aware of, but also comply with the safety, health, and environmental requirements.

Adherence to the plan and protection of the environment is the responsibility of the Contractor.

The Contractor shall include a subsection titled “Activity Hazard Analysis Report” to address a project specific Activity Hazard Analysis (AHA) for expected tasks that fall under this contract.

AHAs must be developed by the Prime Contractor, subcontractor, or supplier performing the work, and provided for Prime Contractor review and approval before submitting to the USACE COR. AHAs must be signed by the SSHO, Superintendent, QC Manager and the subcontractor Foreman performing the work. The AHA shall be formatted in accordance with EM 385-1-1, Section 1 or as directed by the Contracting Officer. AHAs must identify competent persons required for phases involving high risk activities, including confined space entry, crane and rigging, excavations, trenching, electrical work, fall protection, and scaffolding, etc.

The APP shall be continuously reviewed and amended, as necessary, throughout the life of the contract. Unusual or high-hazard activities for regular scheduled maintenance activities not identified in the original APP shall be incorporated in the plan as they are discovered.

Changes to the accepted APP shall me made only with the written concurrence of the Contracting Officers, Project Superintendent, SSHO, and Quality Control Manager.

The Contractor shall provide one electronic copy of the Draft Final APP to the USACE COR in accordance with the delivery schedule. Comments to the Draft APP will be provided by Naval Supply Systems Command (NAVSUP), Air Force, USACE, and Defense Logistics Agency (DLA), from which the Contractor will submit a Final APP for approval. Field work shall not commence prior to approval of the Final APP.

1.4. Kick Off Meeting

The Contracting will schedule the kick-off meeting at the Contractor’s offices with subcontractors present within fifteen (15) working days of contract award. The Contractor will attend the project kick-off meeting with the USACE COR and pertinent team member. Final clarification, preparation, and coordination will be made during the kick-off meeting. Access and “Installation Passes” requirements will be reviewed. The Contractor shall provide a proposed activity schedule, explain the intended approach in executing the Contract, provide a list of personnel to be involved in the project work, and provide additional information helpful in initiating the effort.

Project details and background information will also be identified.

The Contractor shall be responsible for recording minutes, and providing a sign-in sheet for attendees. The Contractor shall coordinate the agenda for the kick-off meeting with the USACE COR at least five (5) working days before the meeting is scheduled to take place. The meeting minutes shall be provided in English to the USACE COR within five (5) working days after the meeting, via email. Upon approval of the meeting minutes, the USACE COR will direct the Contractor to deliver the meeting minutes to other meeting attendees via email.

2. Task 2 - CONTRACTOR REPORTS

2.1. Site Specific Equipment Inventory List

The Contractor shall prepare a site-specific Equipment Inventory List (EIL) for all capitalized facilities, broken down by individual component (i.e. dispensers, tanks, meters, gauges, pumps, valves, etc.). The EIL shall be in a list format. The EIL shall, at a minimum, include the following information for each component:

a. Site Code

b. Installation

c. Facility Number

d. Location

e. Component Type

f. Description

g. Size

h. Identification Number

i. Manufacturer

j. Model/Part Number

k. Serial Number

l. Flow

m. Motor Ratio

n. Pressure Range

o. Test Tee

p. Operational? (Yes or No)

q. Date Installed

r. Condition or Replacement Date

The Contractor shall submit completed EIL for each installation within six (6) calendar months of the contract award and shall update the EIL annually for the life of the contact. The Contractor shall provide one electronic copy of the Draft Final EIL to the USACE COR in accordance with the delivery schedule. Comments to the Draft ISP will be provided by Naval Supply Systems Command (NAVSUP), Air Force, USACE, and Defense Logistics Agency (DLA), from which the Contractor will submit a Final ISP for approval.

2.2. Installation Status Report

During the site kick off meeting, the Contractor shall coordinate with each Installation to determine if an Installation Status Report (ISR) has been completed within the last year that includes the Installation’s capitalized facilities. If an ISR exists, the contractor shall obtain a copy, verify its accuracy, and update the condition of capitalized facilities as appropriate. If an ISR does not exist, or the most recent version is more than one year old, the contractor shall prepare a site specific ISR for the capitalized facilities included in this contract. Completed ISRs shall be submitted to the USACE COR for verification of the accuracy and completeness. Upon sign-off from the COR, ISRs shall be submitted per the PWS Table of Submittals. The Contractor shall submit completed or updated ISRs for each Installation within ninety (90) days of contract award and shall update the ISR annually, ninety (90) days after option year award, for the life of the contract.

Sample Army Installation Status Reports are provided for information only in Attachment A and Attachment B. Reports for Navy or Air Force Installation should be completed using any service specific report format if provided by the Installation. If a different service specific format is not provided, the report shall be completed using the Army ISR format.

The Contractor shall provide one electronic copy of the Draft Final ISR to the USACE COR in accordance with the delivery schedule. Comments to the Draft ISP will be provided by Naval Supply Systems Command (NAVSUP), Air Force, USACE, and Defense Logistics Agency (DLA), from which the Contractor will submit a Final ISP for approval.

2.3. Site Specific Comprehensive Warranty Report

The Contractor shall maintain warranty repair for the prime and service Contractors with the Contracting Officer and the COR during one year warranty periods, periods of extended warranties and/or other specified warranty periods for both NAVSTA Rota and AB Moron. The Contractor shall coordinate and maintain a record of contact information and warranty repairs throughout the duration of the contract period in order to develop a Site Specific Comprehensive Warranty Report containing all equipment installed under this contract for both scheduled and unscheduled maintenance activities.

The warranty period begins on the date of Government acceptance and continues for one year or as otherwise specified in the PWS.

The information included within in the Site Specific Comprehensive Warranty Report shall include, at a minimum, the following:

a. Roles and responsibilities of all personnel associated with the warranty process, including points of contact and telephone numbers within the organization of the Contractors, subcontractors, manufacturers and suppliers involved.

b. A listing of Certificates of Warranty for extended warranty items, to include items such as pumps, motors, and any other commissioned systems such as lightening protection systems.

c. A list for each warranted equipment or item indicating:

i. Service Order Identifier (e.g. ROT-XXX or MOR-XXX)

ii. Description of work

iii. Name of Materials ( with Model and Serial Numbers)

iv. Facility Number and/or Location where installed

v. Starting Warranty Effective Date

vi. Duration of Warranty (include one (1) year overall warranty). Items with extended warranties must be indicated with separate warranty expiration dates.

The Contractor shall submit a Site Specific Comprehensive Warranty Report, one for NAVSTA Rota and another one for AB Moron, within ten (10) calendar days of the end of period of performance for review and acceptance by the Government.

3. TASK 3 Scheduled Recurring Maintenance (NAVSTA Rota) The Contractor shall implement scheduled recurring maintenance system maintenance to include inspections of all fuel receipt, storage, transfer, and distribution systems in accordance with systems maintenance (SM) tasks identified in UFC 3-460-03 (summarized in Appendix C), dated 10 November 2017 with Change 1, 29 April 2021, other applicable US or Host Nation directives, manufacturer’s specifications, and best commercial practices. PWS Attachment C includes a list of NAVSTA Rota Capitalized Petroleum Facilities. The Contractor shall implement a systematic plan contributing to the uninterrupted functioning of the fuel facilities and provide copy of inspection reports to the COR and the fuel facility operator, to include a list of recommended actions. The Contractor shall perform quarterly maintenance tasks on four separate occasions, the semi-annual tasks on two separate occasions, and the annual tasks on one occasion, as documented in Contractor’s approved maintenance schedule. Scheduled recurring maintenance under this requirement is for NAVSTA Rota, their associated equipment, and system components. PWS Attachment D, Real Property Inventory, and Attachment E, EBS Navy List, includes real property and facility numbers. In the event that equipment is added/removed/changed while this contract is active, this contract shall be re-baselined for the new equipment list. Maintenance tasks may be re-baselined based on operator level tasks conducted under separate contract to ensure holistic support of facilities.

Contractor shall inspect, at a minimum, the containment systems, OWS systems, Marine Loading Arm systems, leak detection systems, corrosion protection, power generation systems (permanently installed (non-equipment) to include stand-alone fuel tanks), Automatic Tank Gauge systems, and other systems/components identified in UFC 3-460-03 as part of quarterly, semi-annual, and annual inspections. Any deficiencies with these systems shall be reported to the USACE in the inspection reports.

The Contractor shall ensure that fuels systems maintenance activities are scheduled to prevent or minimize impact to operations. The Contractor shall immediately notify the COR and the PM of any maintenance downtime that could affect operational use of the system and the estimated time that the system will be back in operation.

The contractor shall ensure that fuel systems be available to receive, store, distribute and dispense mission essential fuel requirements at all facilities, by which performance shall be measured under a quality assurance surveillance plan. The Contractor shall determine the average percentage of system availability to receive, store, distribute, and dispense fuel at each fuel facility listed on a monthly and annual basis, which shall be provided to the USACE COR as a monthly and comprehensive annual report. The Contractor shall maintain a minimum of 95% quarterly availability for all facilities listed to receive fuel. This shall be calculated off the total availability for each facility. If DLA has approved for a specific fuel product to be removed or transferred to another location, the Contractor shall provide written documentation certifying volume of fuel product removed or transferred no later than 24 hours after the action.

3.1. Preventative Maintenance Frequencies

The Contractor shall provide scheduled maintenance services for DLA-E capitalized systems, equipment, and assets at NAVSTA Rota. Scheduled maintenance shall be conducted in accordance with the frequencies and procedures specified in applicable codes, specifications, and industry standards. Where there is disagreement between two standards, the most stringent standard shall prevail unless determined otherwise by the Government. Where there are no records indicating last scheduled maintenance service, the Contractor shall assume no maintenance services were performed, and scheduled accordingly.

3.2. API 510 Inspections

The Contractor shall perform API 510 Inspections on all capitalized pressure vessels, filter separators, and associated pressure relieving devices. Contractor shall coordinate with the USACE COR to schedule inspection activities. Inspections should be performed within six

(6) months of contract award with all inspection completed within one (1) year of contract award. Inspections shall be completed in the base year and will not be repeated in the option periods. The proposed inspection schedule shall be submitted to the COR for review within ten (10) calendar days of the last Kick Off meeting.

3.2.1. Inspection Plan

Develop and submit an Inspection plan for each Installation in accordance with API 510 that identifies the inspection team and their qualifications, the inspection requirements and procedures for applicable capitalized equipment, and other plan requirements as listed in API 510. The Inspection Plan shall be submitted for each Installation within 30 calendar days of the Contract Award.

3.2.2. External Inspection

Perform External inspections for all applicable capitalized equipment in accordance with API 510. External Inspections shall be performed for all applicable equipment regardless of the date of the last external inspection in order to establish an inspection baseline for all capitalized equipment.

3.2.3. Internal Inspection

Perform internal inspections for all applicable capitalized equipment in accordance with API 510. Internal Inspections shall be performed for all applicable equipment regardless of the date of the last internal inspection in order to establish an inspection baseline for all capitalized equipment. Filters shall be replaced at the time of the internal inspection.

3.2.4. Inspection Report

Develop an inspection report for each Installation in accordance with the requirements of API 510. The report shall at a minimum contain the inspection plan, all relevant information for the inspected equipment, inspection results and recommendations, and inspection report requirements of API 510.

3.2.5. Inspection Interval

The Government intends to set an inspection interval of 5 years for external inspections and 10 years for interior inspections. If the baseline inspections required above indicate heavy corrosion, or other conditions that warrant a shorter inspection interval for a particular piece of equipment, this recommendation should be included in the inspection report. Inspections on shorter inspection intervals shall be completed by service order.

3.3. Maintenance Reports

The Maintenance Reports shall be completed every three (3) months or every quarter, for a total of four (4) Maintenance Reports per annual performance period. The Contractor shall prepare and submit a maintenance report describing the work performed since the previous work, work currently underway, work anticipated, and an updated project schedule showing each task, milestone event and submittal required by this PWS where applicable. Within each report, the Contractor shall specify, the semi-annual and annual requirements, in addition to the quarterly requirements that are conducted during the specific maintenance report. The report shall state whether current work is on schedule. If the work is not on schedule, the Contractor shall state what actions are anticipated in order to get back on schedule. In addition, the quarterly report shall include, safety issues identified since the previous report, any customer comments and ratings, data analysis (e.g. scheduled maintenance funds spent, and top 10 recurring maintenance with frequency of maintenance included) and backup data as required. The Contractor shall also denote the frequency of the scheduled maintenance (e.g. quarterly, semi-annual, annual). The report shall reference the applicable UFC or host nation requirement to ensure that all requirement scheduled maintenance was completed.

The report shall be submitted no later than the fourteen (14) calendar days after the end of each active quarter and shall discuss the previous month’s activities. (e.g. If Quarter 1 runs from 1 January through 31 March, the Quarter1 Maintenance report shall be submitted no later than 14 of April 2018). Quarter 4 Report shall be submitted prior to the submission of final progress payment invoice

4. TASK 4 Unscheduled Minor Repair Service Orders (NAVSTA Rota)

The Contractor shall provide all personnel, vehicles, equipment, tools, materials, supervision, and all other services necessary to provide corrective maintenance for the repair or replacement of non-functional elements supporting POL distribution points and DLA-E capitalized assets throughout period of performance at NAVSTA Rota. Contractor shall conduct unscheduled repairs per approved Service Orders (SO). Individual SO proposal estimates submitted under the Cost Plus Fixed Fee Unscheduled Repair Contract Line Item Numbers (CLINs) shall include all indirect labor, direct labor (based on contractor’s cost experience in performing the task), material, and equipment costs associated with the preparation, assessment, troubleshooting, and execution of the repair. Fee is not authorized at the service order level. Once given a notice to proceed by the KO or COR to execute the service order repair, the contractor shall not exceed the costs proposed without first obtaining approval from the KO or COR. Performance metrics used by the Government to promote realism and accuracy of Contractor SO price estimates will measure the variance of the initial service order estimate compared to the invoiced amount. The Contractor shall not execute SOs in excess of total amount obligated against the unscheduled maintenance CLIN.

The Contractor shall honor a one (1) year warranty period on all repair work to include materials and workmanship.

4.1. Service Order Process

Service Orders (SOs) are initiated upon identification of a site/system deficiency and are submitted by the installation, USACE, or other approved entity for approval on a SO request from similar to the sample form provided in Attachment F (Sample SO Request Form). A Service Order (SO) is a corrective maintenance request which identifies a deficiency, the status of deficiency (Routine or Emergency), and provides a recommended solution. The technical scope and price proposal shall be submitted to the Government with sufficient detail and supporting documentation per contract requirements (See Sample Service Order Form, Attachment G). The Government will validate requirement, determine priority, and attain approval. The SO shall be submitted as a single contiguous Adobe PDF formatted file (not portfolio), including all attachments. At the Governments discretion, service orders may be submitted via email, the Contractor’s Computerized Maintenance Management System (CMMS), or through a Service Order Module/Website.

The Contractor shall complete all the required information on the service order form accurately and completely and submit a firm fixed price proposal estimate to the USACE PM (See Attachment J, Sample Service Order Submission Form). Additional sheets may be used for listing materials and safety related documents if there is insufficient room on the SO form.

Supporting documentation required to be submitted with the SO proposal estimates include, but is not limited to, labor, bill of materials, cost of equipment etc. Multiple quotes for material or services in excess of the $10,000.00 micro-purchase threshold are required and must be retained by Contractor. When multiple quotes are required but are not able to be obtained, the Contractor shall complete the Sole Source Justification Form (See Attachment H) and also retained by the Contractor. The multiple quotes and Sole Source Justification is not required to be submitted with each service order proposal estimate; however, the documentation shall be provided at the request of the KO or COR. The Contractor shall also submit a service order balance sheet along with each service order proposal estimate. The balance sheet shall include, at a minimum, the total EURO awarded capacity for unscheduled maintenance, the total EURO amount of all previously approved (to include completed) SOs, and the effect the subject SO proposal estimate will have on the remaining capacity.

Contractor shall submit electronic copy of the SO to the Government for review and approval. The Government will review the proposal and upon approval will generate a Notice-to-Proceed (NTP) for the specific task. Once given a notice to proceed by the KO or COR to execute the service order repair, the contractor shall not exceed the costs proposed without first obtaining approval from the KO or COR. The Contractor shall not proceed with any repairs prior to written notification from the COR, and the Contractor shall not execute SOs in excess of the total amount obligated against the unscheduled maintenance CLIN.

All Service Orders must be approved by the Contracting Officer or the COR before work commences.

4.1.1. Emergency Service Orders

Emergency service order is defined as the restoration of a piece of equipment, a system, or a facility where there is threat to life safety, significant damage to Government property or potential loss of a base’s mission or national security.

When notified by the COR, the Contractor shall respond onsite for repairs within twelve (12) hours of notification. The Contractor shall complete repairs within seventy-two (72) hours after NTP, 24 hours a day, 7 days a week.

If the Emergency service order system deficiency cannot be repaired within the requisite timeframe, the Contractor shall provide written notification to USACE COR and the KO via e-mail. The COR and KO notification shall include specific repair details of reason why the system deficiency cannot be mitigated or corrected, a description and model number of the long lead part(s), the date the part was ordered, the date the part is expected to arrive and the expected completion dates/times. In a few cases, the parts required for repair may be long lead items, and in this case, the Contractor shall make a good faith effort to complete the equipment repair within the seventy-two (72) hour period.

The Contractor shall contact the USACE COR on all Emergency Service orders when they are completed and submit all documentation the following business day.

4.1.2. Routine Service Orders

Routine service order is defined as any general repair not assigned a higher priority.

When notified by the COR, the Contractor shall respond onsite for repairs within eighteen

(18) calendar days after notification. The Contractor shall complete repairs within thirty (30) calendar days after NTP. Routine service orders should be accomplished by the most economical and efficient manner, on a “first come, first serve” basis. Personnel shall not be diverted from Emergency service orders.

If the Contractor cannot meet the requisite timeframe to respond to and repair Routine service orders, the Contractor shall provide written notification to the COR via e-mail. The COR notification shall include specific repair details of reason why the system deficiency cannot be corrected, a description and model number of the long lead part(s), the date the part was ordered, the date the part is expected to arrive and the expected completion dates/times. In a few cases, the parts required for repair may be long lead items, and in this case, the Contractor shall make a good faith effort to complete the equipment repair within the routine service repair requirement listed above within this section.

4.1.3. Approval Authority

All Service Orders must be approved by the Contracting Officer, the COR, or the designated authority before work commences. The Contracting Officer may assign a Contracting Officer’s Representative (COR) to determine priority level and validate requirements as identified in their appointment letter. The COR may approve routine and emergency service orders equal to or less than $10,000.00 or as authorized by the KO.

If during the execution of Emergency Service Order authorized by the KO, the Contractor feels that the completions of the SO work will exceed the $10,000.00 limit (or as authorized by the KO), the Contractor shall cease work, and notify (verbal or written) the KO. If verbal notification, it shall be followed up by written notification to the KO within one (1) working day. Contractor shall await further instructions from the KO.

Service Order support identified under this task may be utilized at other locations identified in this PWS per the approval of the KO or COR.

4.1.4. Monthly Progress Status Report

The Contractor shall track all costs and provide for all facilities within the Monthly Progress Status Report. The Contractor shall prepare and submit a monthly progress report describing the work performed since the previous report, work currently underway and work anticipated.

The report shall state whether current work is on schedule. If the work is not on schedule, the Contractor shall state what actions are anticipated on order to get back on schedule.

In addition, the monthly report shall, at a minimum, include the following:

h. A Balance Sheet showing current available balance of funds for Service Orders tracked against the Unscheduled Minor Repair Service Order Capacity

i. Safety issues identified since the previous report

j. Any customer comments and ratings

k. Data Analysis (e.g. Service Orders approved/completed per month, scheduled maintenance funds spend per month, number of backlog Service Orders, average cost of Emergency SO’s and Routine SO’s, average time from identification to repair for minor and emergency SO’s, and top 10 recurring maintenance or repairs with frequency of maintenance/repair included)

l. Supporting Documentation

The report shall be submitted no later than the last Friday of each calendar month or other similar frequency approved by the COR, and shall discuss the current month’s activities.

4.1.5. Service Order Completion Report

The Contractor shall submit a service order completion report (SOCR) following the successfully completion of any service order.

The SOCR shall, at a minimum, include the following:

a. Narrative of Service Order Request

b. Narrative of Corrective Actions

c. Photo log

d. Estimated cost to completed

e. Final Costs

The report shall be submitted no later than ten (10) calendar days following the completion of field work. Following acceptance of the SOCR, the invoice for completion of the service order may be submitted for payment with all the necessary paper work for documentation of billing.

4.2. Site Specific Final Summary Report

The Contractor shall summarize and compile all monthly Progress/Status Reports into one comprehensive Annual Summary Report to be provided to the USACE COR prior to the end of the period of performance and prior to the submission of final progress payment invoice.

The report shall discuss any observed trends or issues with maintenance and repair activities.

The report shall contain a description, resolution, and cost of each service performed.

5. TASK 5 Unscheduled Minor Repair Service Orders (AB Moron)

The Contractor shall provide all personnel, vehicles, equipment, tools, materials, supervision, and all other services necessary to provide corrective maintenance for the repair or replacement of non-functional elements supporting POL distribution points and other DLA-E capitalized assets throughout period of performance at AB Moron. Contractor shall conduct unscheduled repairs per approved Service Orders (SO). Individual SO proposal estimates submitted under the Cost Plus Fixed Fee Unscheduled Repair Contract Line Item Numbers (CLINs) shall include all indirect labor, direct labor (based on contractor’s cost experience in performing the task), material, and equipment costs associated with the preparation, assessment, troubleshooting, and execution of the repair. Fee is not authorized at the service order level. Once given a notice to proceed by the KO or COR to execute the service order repair, the contractor shall not exceed the costs proposed without first obtaining approval from the KO or COR. Performance metrics used by the Government to promote realism and accuracy of Contractor SO price estimates will measure the variance of the initial service order estimate compared to the invoiced amount. The Contractor shall not execute SOs in excess of total amount obligated against the unscheduled maintenance CLIN.

The Contractor shall honor a one (1) year warranty period on all repair work to include materials and workmanship.

5.1. Service Order Process

A Service Order (SO) is a corrective maintenance request which identifies a deficiency, the status of deficiency (Routine or Emergency), and provides a recommended solution. The technical scope and price proposal shall be submitted to the Government with sufficient detail and supporting documentation per contract requirements (See Sample Service Order Form, Attachment G). The Government will validate requirement, determine priority, and attain approval. The SO shall be submitted as a single contiguous Adobe PDF formatted file (not portfolio), including all attachments. At the Governments discretion, service orders may be submitted via email or through a Service Order Module/Website.

The Contractor shall complete all the required information on the service order form accurately and completely and submit a firm fixed price proposal estimate to the USACE PM (See Attachment J, Sample Service Order Submission Form). Additional sheets may be used for listing materials and safety related documents if there is insufficient room on the SO form.

Supporting documentation required to be submitted with the SO proposal estimates include, but is not limited to, labor, bill of materials, cost of equipment etc. Multiple quotes for material or services in excess of the $5,000.00 micro-purchase threshold are required and must be retained by Contractor. When multiple quotes are required but are not able to be obtained, the Contractor shall complete the Sole Source Justification Form (See Attachment H) and also retained by the Contractor. The multiple quotes and Sole Source Justification is not required to be submitted with each service order proposal estimate; however, the documentation shall be provided at the request of the KO or COR. The Contractor shall also submit a service order balance sheet along with each service order proposal estimate. The balance sheet shall include, at a minimum, the total EURO awarded capacity for unscheduled maintenance, the total EURO amount of all previously approved (to include completed) SOs, and the effect the subject SO proposal estimate will have on the remaining capacity.

Contractor shall submit electronic copy of the SO to the Government for review and approval. The Government will review the proposal and upon approval will generate a Notice-to-Proceed (NTP) for the specific task. Once given a notice to proceed by the KO or COR to execute the service order repair, the contractor shall not exceed the costs proposed without first obtaining approval from the KO or COR. The Contractor shall not proceed with any repairs prior to written notification from the COR, and the Contractor shall not execute SOs in excess of the total amount obligated against the unscheduled maintenance CLIN.

All Service Orders must be approved by the Contracting Officer or the COR before work commences.

5.1.1. Emergency Service Orders

Emergency service order is defined as the restoration of a piece of equipment, a system, or a facility where there is threat to life safety, significant damage to Government property or potential loss of a base’s mission or national security.

When notified by the COR, the Contractor shall respond onsite for repairs within twelve (12) hours of notification. The Contractor shall complete repairs within seventy-two (72) hours after NTP, 24 hours a day, 7 days a week.

If the Emergency service order system deficiency cannot repaired within the requisite timeframe, the Contractor shall provide written notification to USACE COR and the KO via e-mail. The COR and KO notification shall include specific repair details of reason why the system deficiency cannot be mitigated or corrected, a description and model number of the long lead part(s), the date the part was ordered, the date the part is expected to arrive and the expected completion dates/times. In a few cases, the parts required for repair may be long lead items, and in this case, the Contractor shall make a good faith effort to complete the equipment repair within the seventy-two (72) hour period.

The Contractor shall contact the USACE COR on all Emergency Service orders when they are completed and submit all documentation the following business day.

5.1.2. Routine Service Order

Routine service order is defined as any general repair not assigned a higher priority.

When notified by the COR, the Contractor shall respond onsite for repairs within eighteen

(18) calendar days after notification. The Contractor shall complete repairs within thirty (30) calendar days after NTP. Routine service orders should be accomplished by the most economical and efficient manner, on a “first come, first serve” basis. Personnel shall not be diverted from Emergency service orders.

If the Contractor cannot meet the requisite timeframe to respond and repair Routine service orders, the Contractor shall provide written notification to the COR via e-mail. The COR notification shall include specific repair details of reason why the system deficiency cannot be corrected, a description and model number of the long lead part(s), the date the part was ordered, the date the part is expected to arrive and the expected completion dates/times. In a few cases, the parts required for repair may be long lead items, and in this case, the Contractor shall make a good faith effort to complete the equipment repair within the routine service repair requirement listed above within this section.

5.1.3. Approval Authority

All Service Orders must be approved by the Contracting Officer, the COR, or the designated authority before work commences. The Contracting Officer may assign a Contracting Officer’s Representative (COR) to determine priority level and validate requirements as identified in their appointment letter. The COR may approve routine and emergency service orders equal to or less than $10,000.00 or as authorized by the KO.

If during the execution of Emergency Service Order authorized by the KO, the Contractor feels that the completions of the SO work will exceed the $10,000.00 limit (or as authorized by the KO), the Contractor shall cease work, and notify (verbal or written) the KO. If verbal notification, it shall be followed up by written notification to the KO within one (1) working day. Contractor shall await further instructions from the KO.

Service Order support identified under this task may be utilized at other locations identified in this PWS per the approval of the KO or COR.

5.1.4. Monthly Progress Status Report

The Contractor shall track all costs and provide for all facilities within the Monthly Progress Status Report. The Contractor shall prepare and submit a monthly progress report describing the work performed since the previous report, work currently underway and work anticipated.

The report shall state whether current work is on schedule. If the work is not on schedule, the Contractor shall state what actions are anticipated on order to get back on schedule.

In addition, the monthly report shall, at a minimum, include the following:

a. A Balance Sheet showing current available balance of funds for Service Orders tracked against the Unscheduled Minor Repair Service Order Capacity

b. Safety issues identified since the previous report

c. Any customer comments and ratings

d. Data Analysis (e.g. Service Orders approved/completed per month, scheduled maintenance funds spend per month, number of backlog Service Orders, average cost of Emergency SO’s and Routine SO’s, average time from identification to repair for minor and emergency SO’s, and top 10 recurring maintenance or repairs with frequency of maintenance/repair included)

e. Supporting Documentation

The report shall be submitted no later than the last Friday of each calendar month or other similar frequency approved by the COR, and shall discuss the current month’s activities.

5.1.5. Service Order Completion Report

The Contractor shall submit a service order completion report (SOCR) following the successfully completion of any service order.

The SOCR shall, at a minimum, include the following:

a. Narrative of Service Order Request

b. Narrative of Corrective Actions

c. Photo log

d. Estimated cost to completed

e. Final Costs

The report shall be submitted no later than ten (10) calendar days following the completion of field work. Following acceptance of the SOCR, the invoice for completion of the service order may be submitted for payment with all the necessary paper work for documentation of billing.

5.2. Site Specific Final Report

The Contractor shall summarize and compile all monthly Progress/Status Reports into one comprehensive Annual Summary Report to be provided to the USACE COR prior to the end of the period of performance and prior to the submission of final progress payment invoice.

The report shall discuss any observed trends or issues with maintenance and repair activities.

The report shall contain a description, resolution, and cost of each service performed.

6. TASK 6 – Annual Fuel Site Assessment (NAVSTA Rota)

The Contractor shall initiate a full site assessment of the fuel facilities at NAVSTA Rota within 30 days after award. This site assessment shall be coordinated with the USACE COR and the NAVSTA Rota site fuels officers and conducted with USACE, NAVY, NAVSUP, or other Government Representative as witness. The Contractor shall provide an assessment report with recommended repairs to DLA Capitalized Assets no later than 30 calendar days after completion of the site assessments. This report will be evaluated by the Government, and follow on work may be requested, and if approved, executed as a Minor Repair Service Order.

The information included within in the Annual Fuel Site Assessment Report shall include, at a minimum, the following:

a. Contractor Personnel conducting the Assessment

b. A list of each assessed equipment of item indication the following:

i. Assessed Item/System Name

ii. Facility number and/or Location

iii. Type of Assessment Conducted (Visual, System Test, e.g.)

iv. Deficiencies Present/Issued Observed (Identify and reference)

v. Recommendation for repairs of present deficiencies and cost to perform the work

(Rough Order of Magnitude)

The Contractor shall identify any potential health hazards and environmental concerns with the fuel facilities and their interconnected assets to include but not limited to containment, trench drains, piping to retaining basin, Oil Water Separators (OWS), leak protection systems on pipelines, and storage tanks. Record (if any) environmental concerns from the POL distribution points and notify the USACE COR, Operations Terminal Manager, Base Quality Assurance Evaluators (QAEs), and Base Environmental Office immediately.

The Contractor shall…