A.02 NAD-AF PWS Package Final 2026.09-11.pdf

FUEL PROGRAM PREVENTIVE MAINTENANCE AND CORRECTIVE

MAINTENANCE

PERFORMANCE WORK STATEMENT

NORTH ATLANTIC DIVISION – AIR FORCE

NAD-AF

11 SEPTEMBER 2026

U. S. Army Engineering and Support Center

Huntsville, Alabama

TABLE OF CONTENTS

PERFORMANCE WORK STATEMENT

Section 1 – General Information Section 2 – Definitions Section 3 – Maintenance Activities and Submittals Section 4 – Applicable Criteria Section 5 –Performance Requirements Summary

APPENDICES

Appendix A – Preventive Maintenance and Service Order Process Requirements

• Attachment 1 Service Order Form

• Attachment 2 Contractor Travel Expense Report

Appendix B – Reporting Requirements and Templates

• Attachment 1: Three Week Look Ahead Schedule Template

• Attachment 2: Monthly Report Template

• Attachment 3: Preventive Maintenance Report Template

• Attachment 4: Service Order Tracker

Appendix C – Contract Specifications

• 01 33 00 Submittal Procedures

• 01 35 26 Governmental Safety Requirements

• 01 45 00.00 10 Quality Control

• 01 45 00.15 10 Resident Management System Contractor Mode (RMSCM)

• 01 78 23 Operation and Maintenance Data

• Fuels Program Requirements - Joint Sealant and Crack Repair

Appendix D – Antiterrorism/Operations Security Compliance and Installation Access

Appendix E – Sample Installation Status Reports

Appendix F – Component Unique Identifier

Appendix G – UFM 3-460-03 Maintenance Table

Appendix H – Corrective Maintenance Incidental to Maintenance Activities

Appendix I – Contract Site List and Support Level

Appendix J – Existing Preventive Maintenance Schedules

Appendix K – Real Property / Equipment Data

• K1 - Air Force Real Property Inventory-NEXGEN

• K2 – DLA Real Property Inventory-EBS

Appendix L – Existing Facility Maintenance Plans

Appendix M – Essential Mission Criteria

SECTION 1 – GENERAL INFORMATION

1.0 Introduction

The HNC Fuels Program (referred to as RMMR by the Defense Logistics Agency) is a comprehensive maintenance program that provides vital preventive maintenance and corrective 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 services, Preventive Maintenance and Corrective Maintenance (PMCM).

The Preventive Maintenance (PM) program adheres to the inspection and maintenance criteria outlined in Unified Facilities Criteria (UFM) 3-460-03 (Attachment G), Petroleum Fuel System Maintenance, 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). UFM 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 PM portions will return written reports detailing systems evaluated, corrective actions taken, and documenting facility, system, and component deficiencies.

The Corrective Maintenance (CM) program provides a contract vehicle for corrective action of deficiencies to petroleum facilities, petroleum systems, and supporting 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 Preventive Maintenance and Corrective Maintenance Services. The Government recognizes a successful 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.

1.1 Purpose

The purpose of this contract is to provide all required PM and CM Services identified through a Facility Maintenance Plan (FMP) prepared by the Contractor to provide pertinent details of how the Contractor will perform Preventive Maintenance, Emergency Repair, Corrective Maintenance, and provide a program of Records Management for petroleum facilities, petroleum systems, and supporting DLA Capitalized facilities on Government Installations in compliance with all codes, criteria, regulations, laws of the United States (local, state, and federal), and/or host nation laws as applicable. The Contractor must provide all labor, management, supervision, Quality Control, transportation, supplies, vehicles, tools, materials, facilities, equipment, and incidentals necessary to conduct work described in this Performance Work Statement (PWS).

PM tasks are defined as recurring, periodic, or scheduled work to preserve a system or facility by preventing its deterioration, prevent component failure, prevent unscheduled outages, and identify components requiring replacement or repair. PM tasks involve routine inspections, testing of petroleum fuel systems, and identifying required repairs. PM tasks help ensure product quality, safe working conditions, and environmental protection.

CM is defined as the restoration of a real property to such a condition that it may effectively be utilized for its designated purpose by overhaul, re-processing or replacement of constituent parts or materials that have deteriorated by action or elements or usage and that have not been corrected through maintenance.

Periodic testing of systems/components, on a quarterly, semi-annual, and annual basis as described in Appendix G of this PWS are included within the definition of maintenance and repair.

Corrective Repair requirements are described in Appendix A, Service Order Process Requirements. The award for services under this scope of work will be limited to the services identified in the contract line items awarded in the contract and its modifications.

1.2 Scope and Authority

The Contractor must properly maintain, and repair capitalized funded petroleum facilities and petroleum systems in order to provide compliance with applicable codes, criteria, and federal, state, local and/or host nation regulations. The list of Sites, facilities, and equipment/components included in this order are identified in Appendices I, K, and L. The Contractor must provide all labor, management, supervision, Quality Control, transportation, supplies, vehicles, tools, materials, facilities, equipment, and incidentals necessary to conduct work described in this

PWS.

The Government reserves the right to perform the following as in scope modifications to the contract:

A. Add, remove, or realign Installations/Sites to or from the initial Installation/Site list.

B. Add or remove facilities/equipment to or from the initial facility list.

C. Add or remove services performed at any Installation/Site.

These additions/deletions will be considered in scope and will be performed as a contract modification to be negotiated between the Government and Contractor, via. Request for Proposal

(RFP).

Additionally, repair activities may only be performed by Service Order at the included Installations/Sites on Capitalized assets specifically identified on the Government provided Real Property Inventory.

. For any sites added to the contract through a modification, the associated start date will be documented within the text of the contract modification. For sites with an anticipated start date after contract award, a notice to proceed (NTP) will be issued by the (KO) before services can begin.

1.2.1 Centrally Managed Programs

The Government utilizes Centrally Managed Programs (CMPs) to perform work on certain systems/components of the petroleum facilities within the Installations. Contractors performing work under its CMP have primacy over any maintenance/repair/inspection conflict and/or overlap at any federally funded petroleum facility. Therefore, any Contractor performing work under this contract should concede authority and allow the CMP Contractor to perform the required maintenance/repair/inspection work at the designated facility. The Contractor will contact the KO within 48 hours of identification of a conflict.

The following are centrally managed programs applicable to fuel systems and further details are provided in the current version of UFM 3-460-03: Tank Integrity Management Program, Pipeline Integrity Management Program, Cathodic Protection System Integrity Management Program, Maritime Fuel Facilities/Piers Program, Marine Loading Arm Program, Underwater Hose Program, Dredging Program, Rails Program, Demolition Program, Automated Fuel Handling Equipment/Automatic Tank Gauging Program.

The Contractor must advise the KO or the Contracting Officer’s Representative (COR) of significant, unforeseen site conditions affecting this contract within 24 hours of discovery or before departing the Site if the departure is scheduled for less than 24 hours from the discovery of the unforeseen site condition. The Contractor must take appropriate measures to obtain clarification of any direction or contract requirement which is not fully understood and incorporate such information into the work being performed. The contractor shall notify the KO within one (1) calendar day of any contract requirement that cannot be performed as specified in the PWS.

1.2.2 Post Award Meeting

RESERVED

1.2.3 Kickoff Meeting

RESERVED

1.2.4 Initial Site Visits

RESERVED

1.3 Public Disclosures

The Contractor must make no public announcement or disclosure relative to information contained or developed under this contract, except as authorized by the KO.

1.4 RESERVED

1.5 Personnel Requirements

The Contractor must provide personnel possessing the skills, knowledge, and training to satisfactorily perform the services required by this contract. Personnel performing work under this Performance Work Statement will remain employees of the Contractor (or Subcontractor) and will not be considered employees of the Government. Subcontractor personnel, if utilized, must be capable of performing position duties as if employed by the prime Contractor, who will have responsibility to provide subcontracted services equivalent to prime contract personnel.

The Contractor is allowed to subcontract work (unless otherwise specified), self-perform work, or a combination of both. The Contractor must ensure that all technicians are qualified to perform the work. The Contractor will be responsible for achieving response requirements for multiple simultaneous field actions while maintaining capability for potential emergency repairs and still performing required field actions within the period available so as to minimize impacts on facility mission requirements. Prime and Subcontractor personnel must be able to obtain Site access to include acquisition of necessary credentials and/or security clearance.

The Contractor will supplement these required personnel with the appropriate level of administrative and maintenance personnel to effectively manage the contract requirements.

All Key Personnel of the Contractor must be included in the firm fixed price for both onsite and offsite activities. Key personnel include the Project Manager, Deputy Project Manager, Quality Control Manager, Safety Manger and Site Manger(s).

Refer to contract clauses and Appendix D Antiterrorism/Operations Security Compliance.

1.5.1 Prime Contractor Qualifications

The prime Contractor will be solely responsible for the fulfillment of the requirements of this contract and will be the sole contact except as agreed to in advance. The Contractor must have, as a minimum, the following qualifications:

A. 5+ years of demonstrated experience on federal installations in maintenance and repair of petroleum fuel storage and distribution facilities.

B. Working knowledge of U.S. and host nation practices for the operation, inspection, maintenance, repair, and testing of petroleum facilities; and U.S. and host nation practices for the environmental protection requirements for petroleum facilities.

C. Demonstrated Project Management, scheduling and engineering capabilities to execute the requirements of this PWS.

1.5.2 Subcontractor Qualifications

The Contractor may use subcontractors for maintenance and/or repair. These agreements are between the prime and sub and any service provided must be included in the prime Contractor’s Service Order portfolio.

All required subcontractor certifications must be maintained by the prime Contractor and updated upon expiration. Subcontractor qualifications must be approved by the prime Contractor prior to the start of any work activity. Copies of required certifications must be provided to the Government within one (1) calendar day of request or submitted as part of Service Order

Portfolio.

1.5.3 Project Manager

The Project Manager must be an employee of the prime Contractor and will be the party responsible for the overall performance of the contract and will report to the program manager or other corporate officer of the Contractor. The Project Manager shall be physically located within a state or territory of the United States located in UTC Zones UTC -4 through UTC -10 (Quebec Time Zone through Whiskey Time Zone).

The Project Manager must have a minimum of five (5) years of experience in management of projects performing maintenance and repair. Acceptable experience includes managing maintenance and repair projects on petroleum facilities similar to those facilities specified herein, in a complex maintenance environment, in commercial construction of petroleum facilities, or military construction/maintenance contracts. The Project Manager must have experience planning and executing projects, to include managing multiple projects simultaneously throughout their lifecycle including management of budget, schedule, and coordination of all technical requirements. The Project Manager must have knowledge of the applicable codes and criteria surrounding repair and maintenance of Petroleum, Oils, and Lubricants (POL) infrastructure and/or similar experience. The Project Manager must be able to convey information clearly in writing and orally in English.

This position is considered to be critical to the successful performance of this contract. Prior to replacing the person proposed for this position, the Contractor must obtain written consent of the KO. In order to obtain such consent, the Contractor must provide advance notice (14 calendar days unless there are mitigating circumstances deemed acceptable by the Government) of the proposed changes and must demonstrate that the qualifications of the proposed substitute personnel are generally equivalent to or better than the qualifications of the personnel being replaced.

The Project Manager’s resume must be submitted to the KO for approval in accordance with Appendix C 01 45 00.00 10 Quality Control. The Project Manager must have no other duties within or outside of this contract and must be a full-time employee dedicated to this contract.

1.5.3.1 Deputy Project Manager

Not required for this contract.

1.5.4 Quality Control Manager

The QC Manager must have a minimum of five (5) years of experience on Operation and Maintenance of Petroleum Fuel Systems. The QC Manager and Alternate QC Manager must comply with the requirements as identified in UFGS 01 45 00.00 10 Quality Control.

This position is considered to be critical to the successful performance of this contract. Prior to replacing the person proposed for this position, the Contractor must obtain written consent of the KO (14 calendar days unless there are mitigating circumstances deemed acceptable by the Government). In order to obtain such consent, the Contractor must provide advance notice of the proposed changes and must demonstrate that the qualifications of the proposed substitute personnel are generally equivalent to or better than the qualifications of the personnel being replaced.

The QC Manager’s resume must be submitted to the KO for approval in accordance with Appendix C 01 45 00.00 10 Quality Control. The QC Manager must have no other duties within or outside of this contract and must be a full-time employee of the prime Contractor dedicated to this contract.

1.5.5 Project Engineer

The project engineer must be a graduate engineer with a minimum of three (3) years of engineering experience on petroleum fuel systems.

The project engineer must be responsible for the overall technical acceptability of all maintenance and repair performed under the contract in accordance with all applicable criteria referenced in Section 4. The project engineer must review and technically approve all Service Orders and Work Plans submitted under the contract. The project engineer must be employed by the prime Contractor. The project engineer must be approved by the Government, and any change in personnel must also be approved by the Government (14 calendar days prior, unless there are mitigating circumstances deemed acceptable by the Government). The Project Engineer is not required to be a full-time employee (FTE) dedicated to this contract and may have additional responsibilities either within or outside of this contract.

The Contractor must clearly identify who is responsible for this function and may not change their approach without KO approval.

1.5.6 Scheduler

The Contractor must designate a Scheduler who is responsible for the preparation of the schedule and all required updating and production reports. The designated scheduler must have two years of experience developing schedules for projects similar in size and type to this contract. The scheduler is not required to be a dedicated position, but the Contractor must clearly identify who is responsible for this function and may not change their approach without KO approval. The Project Scheduler is not required to be a FTE dedicated to this contract and may have additional responsibilities either within or outside of this contract.

1.5.7 Maintenance Manager

The Maintenance Manager must be responsible for the Contractor’s overall approach for performing Preventive Maintenance activities required by this contract. This includes but is not limited to developing and documenting maintenance procedures as well as coordinating and scheduling maintenance events. The maintenance manager is not required to be an FTE dedicated to this contract and may have additional responsibilities either within or outside of this contract. The Contractor must clearly identify who is responsible for this function and may not change their approach without KO approval.

1.5.8 Safety Manager

The requirements for the Safety Manager can be found Appendix C, in Section 01 35 26

Governmental Safety Requirements. This position is considered to be critical to the successful performance of this contract. Prior to replacing the person proposed for this position, the Contractor must obtain written consent of the KO. In order to obtain such consent, the Contractor must provide advance notice (14 calendar days prior unless there are mitigating circumstances deemed acceptable by the Government) of the proposed changes and must demonstrate that the qualifications of the proposed substitute personnel are generally equivalent to or better than the qualifications of the personnel being replaced. The Safety Manager must personally digitally sign all Service Orders on the SO form. The digital signature must include the date.

The Safety Manager must have no other duties within or outside of this contract and must be a full-time employee of the Prime Contractor dedicated to this contract.

1.5.9 Site Manager

The prime Contractor must provide a minimum of two (2) Site Managers that are an employee of the prime Contractor. The Site Managers will be responsible for the Sites included in this contract. The Contractor shall designate Site Managers as follows:

Each of the two (2) required site managers shall be dedicated to their assigned group of sites. The physical location of the Site Managers must be considered so all duties and travel restrictions can be met with ease for each geographical Site indicated in this PWS. Additional site managers (if proposed) that exceed the minimum requirements can be shared as needed across all sites included in the contract.

The Site Manager(s) must be on-site during the following activities at the Sites under their responsibility:

A. All Preventive Maintenance activities.

B. During all medium and high complexity repair work.

The Site Manager(s) must perform the following tasks: oversee all prime and sub-Contractor activities, ensure compliance with all applicable construction codes, standards and local regulations, ensure on-site quality control, ensure on-site safety requirements are met, coordinate on-site logistics by direct communication with the FMSRs and other Government personnel, and be responsible for all on-site and Contractor controlled documentation. Site Managers must comply with the requirements as identified in UFGS 01 45 00.00 10 Quality Control.

The Site Manager(s) must have a minimum of five (5) years of experience in performing liquid fuels maintenance on various types of fuel systems that can include marine loading arms, bulk fuel facilities, hot pit fueling systems, gas station dispensing systems, cathodic protection systems, and leak detection systems. Three (3) years of experience must be Site Management or Construction Management experience.

Each Site Manager must be dedicated to their assigned group of Sites and the Contractor must identify Site Manager Site assignments. Each required Site Manager must be a full-time employee with no other duties outside this contract. Site Managers proposed in addition to the minimum requirements of this PWS may have duties outside of this contract, but all other requirements apply.

Prior to replacing the person proposed for this position, the Contractor must obtain written consent of the KO. In order to obtain such consent, the Contractor must provide advance notice 14 calendar days prior unless there are mitigating circumstances deemed acceptable by the Government) of the proposed changes and must demonstrate that the qualifications of the proposed substitute personnel are generally equivalent to or better than the qualifications of the personnel being replaced.

1.5.10 Safety/SSHO/Safety Competent Qualified Individual

Reference Appendix C, Section 01 35 26 Governmental Safety Requirements.

1.5.11 Site Supervisor

The contractor must designate a site supervisor who will have a physical presence at the site during low complexity service order repair work. The Site Supervisor is not required to be an employee of the prime contractor. The site supervisor will be responsible for all repair related activities at the site and be responsible for reporting daily activities to the Site Manager. Site Supervisors must comply with the requirements as identified in UFGS 01 45 00.00 10 Quality Control. The QC Manager must maintain a list of approved Site Supervisors which may be requested at any time by the government.

The site supervisor must have a minimum of five (5) years of experience in performing liquid fuels maintenance on various types of fuel systems to include bulk fuel facilities, hot fueling fuel systems, gas station dispensing systems, cathodic protection systems, and leak detection systems.

Three (3) years of experience must be supervisory experience.

Prior to replacing the person proposed for this position, the contractor must obtain written consent of the KO. In order to obtain such consent, the contractor must provide advance notice (14 calendar days prior unless there are mitigating circumstances deemed acceptable by the Government) of the proposed changes and must demonstrate that the qualifications of the proposed substitute personnel are generally equivalent to or better than the qualifications of the personnel being replaced.

1.6 Safety

The Contractor must comply with the latest version of U.S. Army Corps of Engineers (USACE) Safety and Health Requirements Manual 385-1-1 (EM 385-1-1), including any interim revisions, in effect at the time this solicitation is issued in addition to the requirements described in Section 01 35 26 Governmental Safety Requirements.

Confined space entry (CSE) may be required for some sites. Refer to the existing Facility Maintenance Plans in Appendix L.

1.7 Quality Control

The Contractor shall comply with Appendix C, Section 01 45 00.00 10 Quality Control.

1.8 Hours of Operation

Hours of Operation - All maintenance, repair, and testing services must be provided during the normal duty hours of each applicable Installation, excluding legal Federal holidays listed below or National Holidays (OCONUS). The Contractor must submit to the Government a written request to deviate from normal duty hours at least 14 calendar days prior to off-hour work.

Special allowance may be made for emergency response work. Below is a list of U.S. Federal Holidays.

New Year’s Day Martin Luther King Jr.’

President’s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran's Day Thanksgiving Day Christmas Day

1.9 Additional Personnel Requirements

1.9.1 Conduct of Personnel

The KO may remove any Contractor or Subcontractor employee working under this contract for reasons of misconduct, security, or if any employee is found to be or suspected to be under the influence of alcohol, drugs, or other incapacitating agent. The Contractor’s employees will be subject to dismissal from any Government Installation upon determination by the KO that such action is in the best interests of the Government. Such removal will not be the basis for a claim by the Contractor and will not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required herein. Refer to Appendix D for further security requirements.

1.9.2 Security Requirements

The Contractor’s personnel or any representative of the Contractor entering the Installations where the job sites are located under this contract must abide by all security regulations of the Installation and will be subject to security checks. All prime and subcontract employees that will access a military Installation more than once every six months are required to secure a Common Access Card (CAC). Additional access requirements may apply, and the Contractor is responsible for complying with all Installation requirements. If anyone is to access the Installation network, then this must be identified in the CAC request and will require additional approval by the Installation.

1.9.3 Installation Access

The Contractor must comply with each installation’s access requirements and as described in Appendix D. Government furnished identification must be returned to the Government within 14 calendar days of the employee ceasing to perform work for the Contractor under this contract.

1.9.4 Contractor Personnel Identification

Seven (7) calendar days after contract award, the Contractor must submit to the KO or their designated representative, in writing, the names, telephone numbers, and work assignments of the Contractor representative, alternate, management, and supervisory personnel scheduled to perform work under this contract. The submission shall be included in the Contractor’s Transition Plan, refer to Paragraph 1.25.1, include an organizational chart showing where the personnel fit in the organization and the lines of authority to the senior corporate officer who will make decisions related to this contract. The Contractor must comply with all requirements as described in Appendix D.

The Contractor must submit to the KO or his/her designated representative written list of employees who will perform work under this PWS. This list will include each employee’s name, work assignment, training, certification, qualifications, and experience. Resumes must be submitted meeting all requirements of paragraph 1.5 and its subsections. The submission shall be included in the Contractor’s Transition Plan, refer to paragraph 1.25.1.

The Contractor must submit in writing any changes in staff for Government approval 14 calendar days prior to implementation of the change.

1.9.5 Antiterrorism/Operations Security Compliance

The Contractor must comply with the requirements described in Appendix D Antiterrorism / Operations Security Compliance

1.10 Written Records

The Contractor must provide a written record of all conferences, meetings, discussions, verbal directions, telephone conversations, etc., with Government representative(s) relative to this contract in which the Contractor and/or a designated representative(s) participates. These records must be dated and must identify the contract number and the paragraph references, if applicable, participating personnel, subject discussed, and conclusions reached. Meeting minutes and verbal direction must be submitted via RMS CM as correspondence within five (5) calendar days of occurrence.

1.11 Maintenance Records

The contractor must create and maintain onsite maintenance records in support of fueling missions for each Site. These items are identified in the PWS Appendix G. The contractor is responsible for providing updates to existing Maintenance Records based on current conditions clarifying equipment, components, manufacturer information, inclusion of Component Unique Identifier (CUID), and other updates as required. The component unique identifier CUID, per Appendix F, must be inserted in the FMPs and on the upper right corner of the first page of component specific documents (manufacturer O&M requirements, cut sheets, warranty documentation, etc.). The contractor shall provide maintenance records of newly installed equipment, assemblies, and subassemblies. Compile, prepare, maintain, and aggregate into one Maintenance Binder all existing and new records to include all items indicated below.

The Maintenance Binder must include, but not be limited to:

A. Date Log of Maintenance Binder update with FMSR digital signature validating date received. In the event no changes are identified during the maintenance visit, the updated maintenance binder must document that no changes were identified.

B. Submittal Register

C. Updates to the Facility Maintenance Plan to include all tabs.

D. Operation and Maintenance Data as per UFGS 01 78 23.

E. Guarantee/warranty on all equipment and materials furnished by the Contractor.

F. As-Built Drawings or Schematics if provided by the Installation. The Contractor is required to update any provided as-built drawings or schematics to incorporate revisions due to work performed under this contract. As-built drawing and schematic updates will be completed by Service Order as required by the Government.

G. All Preventive Maintenance reports including documentation of testing, calibration, and completed maintenance tasks for each facility asset identified in the FMP.

H. Updated facility deficiency list with repair status.

I. Preventive Maintenance Schedule to include dates, UFM frequencies (Q/SA/A), and QC Audits.

J. Copies of all permits, certifications, and state inspection reports that are related to the execution of maintenance tasks of this contract.

Maintenance Binders are living documents and serve as a repository of all maintenance activities performed throughout each contract year; a binder should be provided for each active contract year. If the 6-month extension is exercised, the Contractor shall update the maintenance binder using the final option year data. Binders – both digital (via government-approved electronic file transfer) and hard copy – must be updated and distributed to the FMSR within 30 calendar days after each preventive maintenance visit, component replacement with a new warranty item, or data update.

Within 30 calendar days after the Period of Performance (POP) end date for each contract year, final Maintenance Binders – both digital (via government-approved electronic file transfer) and hard copy – shall be provided to the FMSRs, containing all maintenance record files conducted throughout the contract year. Each FMSR confirms receipt of the final binders by providing a digital signature and date. Within five (5) calendar days of FMSR signature and no later than 30 calendar days after POP end date of each contract year, contractor shall submit Final digital binders and FMSR signed receipt to USACE HNC via RMS as part of the Transition from Base/Option Years and at Contract Closeout.

Maintenance binders must also be maintained and updated within the contractor’s Computer Maintenance Management System (CMMS).

1.12 Site Specific Requirements

The Contractor must prepare and submit all documentation relating to the maintenance and repair of facilities and systems included herein that is required by any local, state, international, or federal regulation or regulatory body. All employees including Subcontractors must hold all applicable certifications for the work being performed. All required certifications must be submitted to the Government upon request. In some cases, fuel system assets may route through areas outside the strict confines of military installations. These are normally on leased land or through easements that would typically include but not limited to pipelines, high/low point drains, pits, and sumps that facilitate conveyance of fuel from one military site to another. There may be Preventive Maintenance and Corrective Maintenance requirements for these assets from time to time. As a result, there may be local government compliance and coordination requirements associated with this work.

Additionally, site specific requirements shall be recorded and updated in each sites Facility Maintenance Plan. Site specific requirements include but are not limited to, special considerations, local requirements, travel limitations, specialized equipment required, confined space entry, etc. All known site-specific requirements have been identified in each Site’s FMP, located in Appendix L.

1.13 Contract Schedule

The Contractor must develop and maintain an overall Project Schedule, a Preventive Maintenance Schedule, and a Three-Week Look-Ahead Schedule.

1.13.1 Project Schedule.

The Contractor must develop and update an overall project schedule for maintenance and repair activities as well as all contract required deliverables and activities (i.e. ISVs, ISRs, FMPs, etc.)

and maintenance and repair activities for all Sites. The initial schedule (which will be established as the baseline schedule) must contain all maintenance activities scheduled throughout the period of performance (PoP) for the contract (see below requirements for maintenance schedule). The project schedule must be separable by Service.

The project schedule must be updated on a monthly basis. Each maintenance visit to be conducted at each Site must be an activity on the schedule. Subcontractors must be identified with each activity. Schedules must be prepared using software products interoperable with Oracle Primavera or Microsoft Project.

The Contractor must submit the schedules for Government acceptance in accordance with Appendix C, Section 01 33 00 Submittal Procedures. Any changes to the schedule must be submitted as part of an updated schedule with changes clearly marked for acceptance by the KO or their designated representative.

The Contractor must provide updates with a variance measured in days between scheduled and actual performance. The Contractor shall provide a recovery plan as requested by the Government if the completion of Corrective Maintenances or Preventive Maintenance activities are behind the accepted schedule.

In the request for a PWS deviation, the Contractor shall provide a written explanation for any missed PM activities or events and the explanation must include the below items at a minimum.

Note that this does not remove the requirement to contact the COR immediately while onsite if maintenance cannot be performed. The Contractor shall notify the KO or COR, while onsite, of any PM tasks that cannot be performed due to access or any other issue.

• Reason for missed event and written documentation from the FMSR and CEHNC

KO providing concurrence and approval for the missed event (PWS change).

• Date deductive Engineering Change Proposal (ECP) will be sent to CEHNC.

• Reschedule date if appropriate.

1.13.2 Preventive Maintenance Schedule

The Contractor must develop Site specific schedules for Preventive Maintenance, inspection, and testing activities to be conducted at Installations included in this contract. The schedule must also include the anticipated QC Audits for each Site. The schedules must specify Preventive Maintenance, irregular maintenance tasks, inspections, and testing requirements for petroleum fuel systems and related appurtenances in accordance with this PWS. The Contractor must submit the initial Preventive Maintenance schedules to the Government for approval no later than seven (7) calendar days after the completion of the kickoff meetings.

The Contractor must perform Preventive Maintenance, including irregular interval maintenance according to the last applicable maintenance schedules for the locations included in this contract until final maintenance schedules are developed by the Contractor and approved by the Government. Maintenance activities must occur regardless of the kickoff meeting, initial site visit, or facility maintenance plan. The Government has provided the last applicable maintenance schedule (Appendix J). The Government will provide the latest maintenance report for each Site included in this contract and any updates to the maintenance schedules after award. The Contractor must submit the final Preventive Maintenance schedules including irregular maintenance to the Government for approval no later than fourteen (14) calendar days.

The maintenance schedule must be coordinated with the FMSR to prevent mission degradation and to allow preplanning of fuels systems operation schedules. The Contractor will confirm work scheduling with the FMSR at least thirty (30) calendar days before the start of any work on the petroleum systems and must identify any needed Installation support or resources that are anticipated.

• The Contractor must provide a tentative schedule of maintenance activities to be performed while onsite. This must include petroleum fuel systems that will receive maintenance by day.

A follow up confirmation will be made 14 calendar days before start of work at which time the Contractor and FMSR should further discuss the tentative schedule of onsite maintenance activities. The Contractor must contact the FMSR by phone and via email for all coordination. A final notification to the FMSR prior to start of work be made within five (5) calendar days.

The Contractor must adjust their onsite schedule of activities to accommodate mission schedule and operations of the Installation. Documentation of this communication must be provided with the applicable daily report.

Mission schedule and operations availability can impact planned maintenance schedules.

Governments fueling mission takes priority over performance of Preventive maintenance. The Contractor must develop their maintenance schedule and schedule of onsite activities to include flexibility for operations and mission schedule requirements.

The KO or their designated representative must be notified if adjustments in the schedule are required to accommodate Installation operational needs. Changes to the schedule that requires the maintenance to shift by more than one week must be submitted for Government acceptance prior to implementation.

The Contractor must accommodate each Site’s existing Preventive Maintenance schedule when preparing the schedule. The Contractor must coordinate the maintenance schedule with the FMSR prior to submission to the Government.

The PM Schedule shall be reviewed in each bi-weekly project call with the Contractor and the CEHNC PM. Note that this does not remove the requirement to contact the COR immediately while onsite if maintenance cannot be performed.

1.13.3 Three-Week Look-Ahead Schedule

The requirements for the Three-Week Look-Ahead Schedule are provided in Appendix B, Reporting Requirements.

1.14 Reporting

The Contractor must provide required reports in accordance with the requirements of Appendix A Preventive Maintenance and Service Order Process Requirements and Appendix B Reporting Requirements.

1.15 Submittals

Submittal requirements are detailed in Appendix C, Section 01 33 00 Submittal Procedures. The Contractor must perform all tasks required by this specification section. Hard copies when required by the KO should be mailed to the following:

Agency:

US Army Engineering and Support Center, Huntsville PO Box 1600 Huntsville, AL 35807-4301 ATTN: Project Manager

1.16 Computer Maintenance Management System (CMMS)

A Computerized Maintenance Management System (CMMS) is software designed to automate and streamline both preventive and corrective maintenance operations. The Contractor is required to provide such a database management system to manage all maintenance and repair activities; acceptable examples include Maximo, Express Maintenance, or ECOBPM, but an Excel-type database is not considered a sufficient CMMS. While Excel may be utilized for minor reporting and tracking, it must not be relied upon as the overall maintenance management software. This system will maintain a maintenance database, service order database, track miscellaneous minor repairs, and manage corrective maintenance incidental to preventive maintenance, and must be fully operational and ready for use by the time of the first scheduled preventive maintenance (PM) visit.

1.16.1 Maintenance Database

The site visits outlined in the maintenance schedule will include actions to develop and maintain an electronic database encompassing inventory, maintenance requirements, deficiencies, and problem areas requiring corrective work. This database will also support updates to real property and facility asset inventory records. Information gathered from Preventive Maintenance, inspections, and tests will be used to schedule necessary maintenance and repair work through Contractor efforts. All findings from maintenance, repair, inspection, and testing activities will be recorded both electronically and manually as required by this Performance Work Statement (PWS). The Government reserves the right to request reports or other pertinent information from this database at any time during the contract period and may request unlimited/unrestricted access to the Contractor-developed database if requested reports or documentation are deemed unsatisfactory.

1.16.2 Service Order Database

To facilitate efficient tracking of maintenance activities, all Service Orders will be computerized using a Computerized Maintenance Management System (CMMS) as defined previously. This system will maintain, at a minimum, records of all minor/emergency repairs performed on specified equipment (including Government real property inventory information) at the designated facility, per Service Order. Records will be maintained throughout the duration of each order and transferred to the Government upon contract completion. The Government will also be granted unlimited/unrestricted access to the Contractor-developed database.

1.17 Resident Management System Contractor Module (RMS CM)

The Contractor must utilize RMS CM for all Administration, Schedules, Payments, Submittals, Correspondence, Requests For Information (RFIs), QC, and Reports. The Contractor must comply with all requirements in Appendix C 01 45 00.15 10 RMS CM. The Contractor may be required to use other RMS modules as directed by the Government. RMS CM must be used from the time of award throughout the life of the contract.

1.18 Permits and Licenses

Contractor is responsible for identifying, obtaining and renewing all permits from Federal, host nation, State, local, or Installation agencies to carry out the requirements specified in this contract or detailed on an individual order.

The Contractor and any applicable Subcontractors must meet all local, state, host nation, and federal licensing requirements to carry out the work specified in this contract or detailed on an individual order.

The Contractor must maintain a list of Contractors and their applicable licensing. The Contractor must submit this information to the Government on a quarterly basis within RMS. Expiration dates must be tracked by the Contractor.

It is the Contractor’s responsibility to follow and be in compliance with all permit requirements.

1.19 Operations and Maintenance Documentation

Operations and Maintenance documentation (e.g., facility drawings, equipment data, etc.), to the extent that such documentation is available, will be made available to the Contractor.

The Contractor shall be responsible for providing Operation and Maintenance Documentation per UFGS 01 78 23 Operation and Maintenance Data.

1.20 Accuracy of Government Furnished Information

The Contractor must verify all information provided by the Government including, but not limited to:

A. Operation and Maintenance Information

B. Facility Descriptions

C. Facility Numbers

D. Facility Location

E. Facility Condition

F. Available Utilities

G. Equipment Lists

H. Equipment Location

I. Equipment Type

J. Equipment Condition

K. Preventive Maintenance Schedule

The Contractor must provide any updated information to the Government based on their verifications within 45 calendar days of completion of the Initial Site Visit.

1.21 Technical Library

The Contractor will provide and maintain a general technical library of all regulations and manufacturers’ publications that apply to the equipment, system and accessories for the purpose of properly troubleshooting problems with each specific piece of equipment or system components. This information must be made available to the Government upon request.

The Contractor’s library must be updated to include new or updated codes and standards as applicable. Changes to services due to updated codes and standards will be incorporated by contract modification as required.

A list of all documents contained in the library must be provided to the Government annually.

1.22 Payment Requests/Invoices

Payment requests must be prepared using RMS CM in accordance with Appendix C 01 45 00.15 10 RMS CM. A signed copy of the invoice must also be emailed to the USACE Inbox at:

DESCInvoice@usace.army.mil

Contractors will submit their draft invoices with the contract # and delivery order # to the COR via email for pre-approval five (5) business days prior to the end of the month for review. If the government does not accept the draft invoice within five (5) business days – submit the invoice to the inbox for processing.

All invoices will be submitted to the DESC invoice inbox within the first seven (7) calendar days of each month for the previous month. A single Invoice is to be submitted monthly for each contract and include maintenance and Corrective Maintenance activities.

Service Orders invoiced must include all completed and signed Service Orders including FMSR dated digital signature verifying completion of work, if applicable. Maintenance activities being invoiced must include completed and approved reports per the PWS with Code “A” on the 4025 prior to submission to HNC. The Contracting Officer can request additional documentation to support invoiced amounts.

1.23 Warranty

The Contractor must provide a minimum of one (1) year warranty to cover all parts, materials, and labor for all work performed by the Contractor or Subcontractors. The warranty period starts the date of the FMSR acceptance of the completed work. Any request for warranty work must be issued by the KO. The Contractor is responsible for knowing which equipment and components are covered by the original warranty and the warranty duration.

Prior to performing any maintenance or repair work, the Contractor must report to the KO any defect in workmanship, material, or parts, and any improper installation of equipment and components that are covered by a warranty. The Contractor is responsible for knowing which equipment and components are covered by the original warranty and the warranty duration.

Following oral or written notification by the Contracting Officer, respond to warranty service requirements. Submit a report on any warranty item that has been repaired during the warranty period. Include within the report the cause of the problem, date reported, corrective action taken, and when the repair was completed.

Manufacturer’s warranties on parts or equipment installed by this contract must be included and maintained as part of the Maintenance Records as required by the PWS. This requirement includes all equipment and materials with a warranty exceeding the Contractor’s minimum one-year warranty. The provided information must be sortable by Installation/Site. The warranted equipment list must include at a minimum:

A. Item Name

B. Model and Serial Number

C. Location where installed mailto:%20DESCInvoice@usace.army.mil mailto:%20DESCInvoice@usace.army.mil

D. Name and phone numbers of manufacturers or suppliers

E. Names, addresses and telephone numbers of sources of spare parts

F. Warranties and terms of warranty. Include one-year overall warranty, including the starting date of warranty. Items which have warranties longer than one year must be indicated with separate warranty expiration dates

G. Cross-reference to warranty certificates as applicable

H. Starting point and duration of warranty period

I. Summary of maintenance procedures required to continue the warranty…