A02.12 PWS - CHL Facilities_FINAL.pdf

Coastal and Hydraulics Lab

Performance Work Statement

CHL Facilities and Model Support Master BPA

1.0. BACKGROUND

The Engineer Research and Development Center (ERDC), Coastal and Hydraulics Laboratory

(CHL) located at 3909 Halls Ferry Rd, Vicksburg, MS 39180 executes a wide array of R&D work in areas of navigation and flood and storm prevention and conducts physical model studies of both coastal and inland environments, including scaled model testing of structures. CHL has a need to maintain and update its research facilities with annual preventive maintenance, routine maintenance and as needed maintenance to its pumps, motors, valves, control panels and ancillary equipment. Emergency repairs to the same equipment will also be required. These services are paramount and imperative to the CHL Laboratories to complete their mission successfully. A Blanket Purchase Agreement (BPA) for these services is most appropriate to satisfy these requirements.

2.0. REQUIREMENTS

The contractor shall provide all personnel, equipment, supplies, transportation, tools, materials, management, and other items necessary to perform the required work in accordance with the

Performance Work Statement (PWS) for the ERDC Vicksburg installation. When requested, the vendor shall provide mechanical, electrical, welding and fabrication, machining and scale services for existing pumps, motors, control valves, control panels and other ancillary equipment which may include, but are not limited to: (Each Call will further identify the specifications related to specific items requiring inspection, repair, replacement/refurbishment, certification or upgrade)

• Inspection (Interval(s) and type of inspection will be further detailed depending on the specific item requirements to be met) of pumps, motors, gear boxes and valves

• Repair of pumps, motors, gear boxes and valves

• Onsite trouble shooting, replacement and repair for all mechanical items

• Routine services of pumps, motors, and valves

• Overhaul, refurbish and rebuild pumps, motors, valves and mechanical systems

• Design, fabricate, install and troubleshoot electronic and mechanical control systems

• Service and rebuild mobile equipment

• Service and rebuild hydraulic cylinders

• Machining/Milling services

• CNC (Computer Numerical Control) services with precision, quality, and rapid response

• Design, fabrication and testing of electrical systems to include circuit boards

• Repair, replace, fabricate and testing of electrical systems and components

• Onsite trouble shooting, repair and testing of electrical systems and components

• Update and develop wiring/system diagrams to include labeling start up procedures and system overviews when required

• Calibration and inspections of scales to include but not limited to hoists and facility cranes requiring yearly certifications

• Inspection and repairs of scales, hoists, facility cranes and/or other associated equipment

• Supply various steel to include various metals, gauges, diameters and sizes

• Welding services to include: GTAW (Gas Tungsten Arc Welding) , FCAW (Flux

Cored Arc Welding), GMAW (Gas Metal Arc Welding), SAW (Submerged Arc

Welding), SMAW (Shielded Metal Arc Welding).

• Welding and fabricating new structures and repair of older/dated to include inspections

• Planned an as-needed repairs for ancillary equipment

• Emergency Repairs

• Supply New Pumps, motors, valves, control panels, ancillary equipment related to these items

• Plan, install, replace, reroute various pumps, sumps, valves for various basins as required

• Repair, replace, resecure, sump/water storage areas to assist in the conservation and safety of the storage facilities

2.1 EXISTING EQUIPMENT

A listing of typical pumps and motors is attached and is Appendix A, and is named CHL

Pump and Motor Inventory. The removal and installation of equipment shall be included in the scope of work as required.

The CHL Pump and Motor Inventory is the current updated inventory list but is not inclusive of any revisions, changes and updates that may have occurred that my not be reflected on this list. This existing inventory list provides an overview of the pumps and motors to be supported. Valves, control panels and ancillary equipment are not listed on the inventory list or any inventory list. Please reference Appendix A for this list.

3.0 GOVERNMENT PERSONNEL

3.1 CONTRACTING OFFICER'S REPRESENTATIVE (COR): The identification of duties and limitations of the COR are specified in the COR appointment letter, which will be provided to the contractor at or shortly after the time of award. No Government personnel, other than the Contracting Officer, shall have the authority to do other than clarify technical points or supply relevant information to the Contractor regarding this contract. Specifically, no requirement in these specifications may be altered through verbal clarification. Only a warranted Contracting Officer, acting within their delegated limits, has the authority to issue modifications or otherwise change the terms and conditions of this contract. If an individual other than the Contracting Officer attempts to make changes to the terms and conditions of this contract you shall not proceed with the change and shall immediately notify the Contracting Officer.

4.0 ACTIVE CALL MANAGEMENT

One primary POC and one alternate POC have been identified and they will provide status reports for each call. The CHL Pump and Motor Inventory will be updated when there are repairs, maintenance, overhauls, replacements, removal and installations of supplies and materials.

Techncial Points of Contact

• Provided at award

5.0 PROCESSING OF REQUESTS:

5.1 Standard Requests (5 Business Day Response)

• CHL POC’s shall develop the requirements to initiate “calls” for services or supplies through Contracting to the contractor when a requirement is known. Rough Orders of

Magnitude (ROM) may be requested by the POCs to assist in the proper development or further development of the detailed requirement prior to a Call’s proposal request.

• Contractor shall provide estimate(s) for calls within 5 business days for all request for services for maintenance and repairs.

• Contractor shall set up a schedule with the CHL POC for all preventive and routine maintenance. This scheduled maintenance shall be based off the manufacturers suggested maintenance and the service requirements suggested by the CHL Facilities

Manager.

• Contractor shall provide estimates for calls within 5 business days for purchases of supplies and materials.

• An anticipated time of completion will be included in the estimates.

Warranty on parts/supplies shall follow the manufacturers warranty guidelines. In addition to this, the contractor shall provide a one (1) year warranty on parts and service(labor).

• CHL POC’s shall develop the requirements to initiate “calls” for services or supplies through Contracting to the contractor when a requirement is known. Rough Orders of

Magnitude (ROM) may be requested by the POCs to assist in the proper development or further development of the detailed requirement prior to a Call’s proposal request.

• Contractor shall provide estimate(s) for calls within 2 business days for all request for services for maintenance and repairs.

• Contractor shall set up a schedule with the CHL POC for all preventive and routine maintenance. This scheduled maintenance shall be based off the manufacturers suggested maintenance and the service requirements suggested by the CHL Facilities

Manager.

• Contractor shall provide estimates for calls within 2 business days for purchases of supplies and materials.

• An anticipated time of completion will be included in the estimates.

• Warranty on parts/supplies shall follow the manufacturers warranty guidelines. In addition to this, the contractor shall provide a one (1) year warranty on parts and service(labor).

5.3 Emergency Services

• Contractor shall respond to emergency calls onsite, unless otherwise agreed upon by the CHL POC and contractor, within 24 hours and provide an assessment/estimate the following day. Emergency calls are exempt from weekends and federal holidays.

• Emergency services shall take precident over standard requests unless noted by the

CHL POC’s. An anticipated time of completion will be included in the estimates.

• CHL POC’s shall develop the requirements to initiate “calls” for services or supplies through Contracting to the contractor when a requirement is known. Rough Orders of

Magnitude (ROM) may be requested by the POCs to assist in the proper development or further development of the detailed requirement prior to a Call’s proposal request.

• Contractor shall provide estimate(s) for calls NLT the next day following the assessment/estimate for all request for services for maintenance and repairs.

• Contractor shall set up a schedule with the CHL POC for all preventive and routine maintenance. This scheduled maintenance shall be based off the manufacturers suggested maintenance and the service requirements suggested by the CHL Facilities

Manager.

• Contractor shall provide estimates for calls NLT the next day following the assessment/estimate for purchases of supplies and materials.

• An anticipated time of completion will be included in the estimates.

• Warranty on parts/supplies shall follow the manufacturers warranty guidelines. In addition to this, the contractor shall provide a one (1) year warranty on parts and service(labor).

6.0. QUALITY CONTROL

The contractor shall present a quote/estimate with a timeline for each call as stated in the processing of requests (5.0). Recommendations for additional services may be included in the quote above the requested repairs, services and maintenance. Inspections shall provide a detail listing of requirements and specify the manufacturer suggested maintenance and contractor recommended maintenance. Any potential service or supply problems, delays or shortages and are to be to be addressed at the time of the quote and a plan to address each problem(s) outlined.

In addition, recommendations for improvements for supplies, systems or services should be outlined in the quote.

6.1. Failure to Meet Government Requirements

In the event parts and/or services do not meet the governement's requirement the contractor shall correct/remedy the deficiency at no additional cost to the government. All correction/remedies shall be agreed upon by the Technical and Contractual POCs to ensure a proper solution is being executed to meet the initial requirement specified.

7.0. PERFORMANCE PERIOD

The call period is 5 years from date of contract award.

8.0 PLACE OF PERFORMANCE

Services are to be completed at the ERDC’s Coastal and Hydraulics Laboratory.

USACE-ERDC-CHL

3909 Halls Ferry Rd

Vicksburg, MS 39180

9.0 ANTI-TERRORISM AND OPERATIONAL SECURITY REQUIREMENTS (AT/OPSEC)

9.1 AT Level I Training: All contractor employees, to include subcontractor employees, requiring access to Army installations, facilities, controlled access areas, or require network access, shall complete AT Level I awareness training within 30 calendar days after contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. Upon request, the contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer (if a COR is not assigned), within 5 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at the following website: http://jko.jten.mil/courses/atl1/launch.html.

9.2 Access and General Protection/Security Policy and Procedures: Contractor personnel allowed on-site shall follow all sign-in and security regulations as directed by the ERDC

Security Office and the TPOC, and as listed below:

A. U.S. Citizens – Only U. S. Citizens are allowed on site.

B. Personnel List – Contractor shall supply the TPOC with a list of employees who will be working on the CRREL site no later that 5 days prior to arrival on campus.

C. Positive Picture ID – Contract personnel shall provide a positive picture ID prior to site access.

D. Identification Badges – Contractor personnel are required to sign in with Security and to obtain and wear security identification badges while on the Government site.

E. Weapons – No weapons of any kind are allowed on site either in vehicles or on persons.

F. Access/Deliveries – Contractor shall notify the TPOC 48 hours in advance or as soon as possible when Contractor or subcontractors are to arrive or deliveries of equipment and/or supplies are to occur. Contractor must receive own deliveries. Government personnel are not allowed to receive deliveries for any Contractor or subcontractor.

G. General Disruption – General disruption by Contractor is limited to the immediate work areas. Contractor products, tools, and/or equipment shall stay within the immediate work areas.

H. Tools/Equipment – Contractor is strictly responsible for the security of all products, materials, tools, and/or equipment used during the duration of this contract.

I. This task order does not require security clearances for proposed personnel.

9.3. For contractors who do not require CAC, but require access to a DoD facility or installation. Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center

Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army

Directive 2014-05 / AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by http://jko.jten.mil/courses/atl1/launch.html government representative, as NCIC and TSDB are available), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

9.4 iWATCH Training: The Contractor and all associated subcontractors shall be briefed on the USACE iWATCH program. This locally developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the TPOC. This training shall be completed within 15 calendar days of contract award and within 15 days of new employees commencing performance on the contract.

The Contractor shall provide certification of completion to the TPOC within 10 days of training completion. Training documents will be provided by the Security Office.

9.5. Pre‐screen candidates using E‐Verify Program: The Contractor must pre-screen

Candidates using the E-verify Program (http://www.uscis.gov/e-verify) website to meet the established employment eligibility requirements. The Vendor must ensure that the

Candidate has two valid forms of Government issued identification prior to enrollment to ensure the correct information is entered into the E-verify system. An initial list of verified/eligible Candidates must be provided to the COR no later than 3 business days after the initial contract award." *When contracts are with individuals, the individuals will be required to complete a Form I-9, Employment Eligibility Verification, with the designated Government representative. This Form will be provided to the Contracting

Officer and shall become part of the official contract file.

10.0 Performance Requirements and Method of Surveillance

This section describes the special requirements for this effort. The following subsections provide details of various considerations on this effort.

10.1 Surveillance is performed by the Government to provide objective quality evidence that there is a reasonable level of confidence that the services provided by the Contractor have met all the requirements of the contract before authorizing payment.

Various methods exist to monitor performance. The COR shall use the surveillance methods listed below in Table 1.

Regardless of the surveillance method, the COR shall always contact the contractor's primary point of contact when a defect is identified and inform the point of contact of the specifics of the problem. The COR shall be responsible for monitoring the contractor’s performance in meeting a specific performance standard.

Table 1.

Desired

Outcome

Required Service Performance

Standard

Monitoring

Method

Incentive/Disincentive

For Meeting or Not

Meeting the Acceptable

Quality Level

Timeliness Responsiveness to 100% timely Continual Satisfactory or

Government’s requirements and project requests response to requirements and project requests.

and random basis

Unsatisfactory Rating in

CPARS

Timely submission of Proper

Invoices

Invoice Submission

100% submission of monthly invoices

Monthly

Assessments

Satisfactory or

Unsatisfactory Rating in

CPARS

Successful

R&D to support the mission

To maintain and update its research facilities with annual preventive maintenance, routine maintenance and as needed maintenance to its pumps, motors, valves, control panels and ancillary equipment

Receive status reports in a timely manner

IAW the contract.

Report log established and monitored monthly to determine receipt of reports.

Satisfactory or

Unsatisfactory Rating in

CPARS

Poor performance results in cessation of funding or failure to fund future contracts.

Periodic Inspection: Inspections are planned at specific intervals or dates as determined by the surveillance schedule. Periodic inspections will be performed frequently. Periodic inspections may be performed more frequently if the COR discovers the quality of the Contractor’s performance is less than acceptable.

Metrics and methods are designed to determine if performance exceeds, meets, or does not meet a given PRS. A rating scale shall be used to determine a positive, neutral, or negative outcome.

The following ratings shall be used

10.2. PERFORMANCE STANDARDS.

In evaluating the quality of contractor's performance, the following performance ratings shown in Table 2 may be used.

Table 2. Performance Ratings and Criteria

Performance

Rating

Criteria

Excellent /

Outstanding

Performance meets contractual requirements and exceeds many to the government’s benefits. The contractual performance of the element or sub-element being assessed was accomplished with no problems and Vendor actions were highly effective.

Very Good Performance meets contractual requirements and exceeds some to the government’s benefits. The contractual performance was accomplished with few minor problems for which corrective actions taken by the Vendor were effective.

Good Performance meets contractual requirements. The contractual performance contains some minor problems for which corrective actions taken by the Vendor were satisfactory.

Marginal Performance does not meet some contractual requirements. The contractual performance reflects a serious problem for which the

Vendor has not yet identified corrective actions. The Vendor’s proposed actions appear marginally effective or were not fully implemented.

Unsatisfactory Performance does not meet most contractual requirements and recovery is not likely in a timely manner. The contractual performance contains serious problem(s) for which the Vendor’s corrective actions appear or were ineffective.