A02 SOW FSE Repair and PM Draft.pdf

Food Service Equipment Repairs and Preventive Maintenance Services Scope of Work

Fort Huachuca, Arizona

13 June 2024

1. Scope: This is a non-personal services contract to perform preventative maintenance and emergency repairs on Food Service Durable Capital Equipment for the for Logistics Readiness Center (LRC), 407th Army field Support Brigade, Fort Huachuca Weinstein Dining Facility (DFAC), Thunderbird DFAC, and Black Tower Remote Site. The Food Service Equipment (FSE) is the attached Equipment Density List which is subject to change as equipment is acquired or replaced. The Contractor shall provide inspection, calibration, and preventive maintenance services using certified service technicians in accordance with manufacture technical requirements. If FSE is under warranty, the Contractor will coordinate the repairs and track the repairs until completion. The Contractor shall uninstall existing equipment and install replacement equipment.

Background: Fort Huachuca Directorate of Public Works (DPW) Base Operations and Maintenance (O&M) Contract W9124A19C0002 has been utilized to support the preventative maintenance repairs for Full Food Services contracts.

However, the DPW has removed the requirement from the new Base O&M contract anticipated to be awarded in July 2024. In accordance with the Army Sustainment Command (ASC) Lifecycle Replacement and Modernization of FSE, LRC is using Enhanced Army Global Logistics Enterprise (EAGLE) to issue the FSE maintenance which is anticipated to be awarded in December 2024. This contract is to avoid the gap in service by issuing a purchase order to support the preventive repair and maintenance until the EAGLE contract is awarded.

2. TASK REQUIREMENTS:

2.1. The Contractor shall provide annual calibration and preventive maintenance inspections on all FSE. The Contractor shall ensure calibration procedures consists of calibrating FSE to manufacture calibration standards and/or Government requirements.

2.2. The Contractor shall ensure all equipment is properly cleaned for requirements above operator level maintenance.

2.3. The Contractor shall replace any worn or defective parts per manufacturer’s specifications. Service also includes all service calls to replace worn or defective part needed due to equipment failure.

2.4. The Contractor shall schedule preventive maintenance inspections at least three (3) days in advance with the Facility Manager. Service also includes service calls to replace worn or defective part needed due to equipment servicing requirements.

2.5. The Contractor shall uninstall old equipment and install new equipment as lifecycle replacement equipment becomes available. The Contractor shall notify in writing the Facility Manager and the COR when equipment is beyond economic means of repair and requires replacement.

2.6. Upon installation of new equipment, the Contractor will provide facility personnel with training on how to safely operate the equipment, equipment safety requirements, daily maintenance, and operational requirements. The Contractor will provide the Facility Manager with copies of the operator’s manuals, service manuals, and warranty paperwork associated with the new equipment.

2.7. The Contractor will request approval of parts purchases from the Contracting Officer (KO) or the Contracting Officer’s Representative (COR) prior to completing the purchases. The purchases will not exceed the funding of the contract.

2.8. The Contractor shall provide mandatory safety and performance-related upgrades and or software updates to covered equipment.

2.9. The Contractor shall provide the Facility Manager a copy of the completed labor and/or parts replacement cost associated with all service calls upon the completion of services.

3. CONFORMANCE STANDARDS:

The Contractor shall ensure all FSE functions in conformance with the latest published edition of National Fire Protection Association (NFPA), Occupational Safety and Health Administration (OSHA), in addition to the specifications identified in the manufacturer’s latest published manuals and guidelines.

4. OPERATIONAL COVERAGE:

4.1. Normal hours of operation: Monday through Friday 7:00 AM – 5:00 PM.

4.2. The Contractor shall respond to request for service within 48 hours of being notified of equipment failure. The response time does not include weekends or holidays.

4.3. The Contractor shall provide services during normal hours of operations.

4.4. The Contractor shall coordinate in advance with the Facility Manager for services to prevent or minimize interfering with Facility Operations.

5. SCHEDULED MAINTENANCE:

5.1. The Contractor shall perform Preventive Maintenance (PM) services to ensure that equipment listed in the schedule performs in accordance with Section 3.

Conformance Standards.

5.2. The Contractor shall provide and utilize procedures and checklists indicating work performed and actual values obtained, as applicable. This documentation shall be provided to the Facility Manager and COR at the completion of the PM service.

5.3. The Contractor shall provide written description of PM. This description shall include an itemized list of the procedures performed, including electrical safety.

PM services shall include, but are not limited to:

• Cleaning of equipment.

• Reviewing operating system software diagnostics to ensure that the system is operating in accordance with Section 3. Conformance Standards, or the manufacturer's specifications.

• Calibrating and lubricating the equipment.

• Performing remedial maintenance of non-emergent nature.

• Testing and replacing faulty and worn parts and/or parts likely to become faulty, fail or become worn.

• Inspecting and replacing where indicated, electrical wiring and cables for wear and fraying.

• Inspecting, and replacing where indicated, all mechanical components for mechanical integrity, safety, and performance.

• Returning the equipment to the operating condition defined in Section 3.

Conformance Standards.

• Providing documentation of services performed.

• Inspecting equipment.

6. PARTS:

The Contractor shall furnish and replace parts to meet Statement of Work (SOW) requirements. The Contractor shall provide new parts and components when providing maintenance and repair services as described herein. All replacement units, parts, components, and materials to be used in the maintenance, repair, and alteration of equipment shall be compatible with that of existing equipment on which it is to be used, shall be of equal or better quality than original equipment specifications, shall conform to the technical specifications, and used in accordance with original design and manufacturer intent. Rebuilt parts, used parts, or those removed from other equipment shall not be installed. Payments and record keeping will be performed in accordance requirements listed in Section

15. Additional Requirements.

7. SERVICE MANUALS/TOOLS/EQUIPMENT:

The Contractor shall provide tools, equipment, test equipment, service manuals, or service diagnostic software. The Contractor shall obtain, have on file, and make available operational and technical documentation such as operational and service manuals, schematics, and parts list which are necessary to meet the performance requirements of this contract. The location and listing of the service data manuals, by name and/or the manuals themselves shall be provided to the COR upon request.

8. DOCUMENTATION/REPORTS:

The documentation shall include detailed descriptions of the scheduled and unscheduled maintenance (i.e., emergency repairs,) procedures performed, including replaced parts and prices required to maintain the equipment in accordance with Section 3. Conformance Standards, or the manufacturer's specifications. Such documentation shall meet the guidelines as set forth in Section 3. Conformance Standards. Copies of the completed Work Orders or

Service Orders will be submitted to the COR at the end of each calendar month.

Each Equipment Service Order shall, at a minimum, document the following:

• Name of Contractor and contract number.

• Name of Technician who performed labor/services.

• Name of the Facility.

• Contractor service number/log number.

• Name of FSE, serial number, equipment tag name, and of service item.

• Date, time (starting and ending) of service.

• Quantity of repair or service hours, and cost.

• Parts purchase quantities and cost.

• Description of problem reported by Facility Manager.

• Itemized description of services performed.

• Notes of preventive methods to prevent future failures, if applicable.

• Signature of Technician and Facility Manager upon completion of work.

9. CONTRACTOR RESPONSIBILITIES:

The Contractor shall:

9.1. Be liable to the Government for any damage done to Government property caused by themselves or their employees.

9.2. Upon contract award, provide contact information for service, preventative maintenance, emergency, and technical assistance requests.

9.3. No later than 24 hours after discovery, notify the Facility Manager and COR in writing of the existence or the development of defects in, or repairs required, to FSE which the Contractor is not responsible for under the terms of the contract. The Contractor shall furnish the COR with a written estimate of the cost to make necessary repairs.

9.4. Report to the Facility Manager any changes, updates or retrofits made on any component or system for annotation on station equipment manuals and records.

9.5. Ensure all equipment covered in this contract be in optimum working condition at the contract expiration date provided that the Contractor is notified of any deficiencies at least one (1) day before the contract expiration date.

10. CONTRACTOR QUALIFICATIONS/REQUIREMENTS:

All work shall be performed by Certified FSE technicians.

11. CONDITION OF EQUIPMENT:

The Contractor accepts responsibility for the equipment in "as is" condition.

Failure to inspect the equipment within 14 days of contract award will not relieve the Contractor from performance of the requirements of this contract. A joint review of open Work Orders and Service Orders will be conducted within 14 days of the start of the contract. Actions to initiate repairs or services of such equipment to bring the equipment into compliance shall be initiated within 30 days of the completion of the joint review.

12. REMOVAL OF EQUIPMENT:

Should a piece of equipment require repair at the Contractor’s facility, the Contractor shall coordinate with the COR prior to removal of the of equipment.

The Contractor shall obtain a signed Property Pass from, the COR prior to removal of equipment. The Contractor may not remove equipment from Government site for minor repairs only. The Contractor shall be responsible for damage or loss of equipment while in the Contractor ‘s charge.

13. SAFETY REQUIREMENTS:

In the performance of this contract, the Contractor shall take such safety precautions as to protect the lives and health of occupants of the building. .

14. ADDITIONAL REQUIREMENTS:

14.1. All employees and subcontractors shall wear a visible name and company identification.

14.2. The Contractor shall provide all materials, equipment, qualified personnel, supervision, management, and transportation to perform all tasks as identified herein. All work is to be performed in accordance with the guidelines established by Federal, State, and local ordinances. The Contractor’s procedures and quality control procedures shall conform to these guidelines.

14.3. Contractor personnel shall conduct service so as not to interfere with the normal functioning of the facility and will stop work if asked by Facility Manager, KO, COR, or Safety Personnel.

14.4. No hot electrical work shall be performed. Any electrical work that is necessary shall be coordinated with the COR, and lockout/tagout provisions must be presented if electrical work is required.

14.5. Welding, soldering or any open flame type repairs work requires a Burning Permit from the Installation Fire Department. The Technician will coordinate in advance with the COR for such permit. All work will be limited to the requirements set in the permit and safety requirements given by the Installation Fire Department accordingly.

15. SECURITY:

All Contractor personnel performing on U.S. Government facilities or installations (on a regular basis for a period of six months or more) and/or require access to U.S. Government Information Technology (IT) systems must be eligible and/or vetted for a CAC IAW Army Sustainment Command (ASC) CG policy 380-13. All Contractor personnel must, at a minimum, have a favorably adjudicated Tier 1, or an equivalent or higher, investigation IAW Homeland Security Presidential Directive-12 (HSPD-12). The Contractor must have a pre-hiring system in place to ensure probability and eligibility to receive a favorably adjudicated Tier 1.

The Government will issue a CAC to eligible contractor employees performing work under this contract in accordance with Department of Defense (DoD) Manual 1000.13, Volume 1, DoD Identification (ID) Cards, January 2014. A CAC will be issued if a) The contractor requires both physical access to a DoD facility and access, via logon, to a DoD network onsite or remotely, or b) The contractor requires physical access to multiple DoD facilities or multiple non-DoD federally controlled facilities on behalf of DoD on a recurring basis for a period of 6 months or more. The Government reserves the right, in its sole discretion, to refuse to issue a CAC to any employee or to revoke one for security purposes or other reasons.

Contractors that do not require a CAC must, at a minimum, have a favorably adjudicated Tier 1, or an equivalent, investigation IAW Homeland Security Presidential Directive-12 (HSPD-12). All applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by Government representative), or at OCONUS locations, in accordance with status of forces agreements and other Theater regulations shall be complied with.

Upon notice to proceed the contractor will provide the name, telephone number, and e-mail contact information for their Facility Security Officer (FSO) or Security POC through the KO to the ASC G2 Contractor Background Investigation Management (KTR BIM) Program. The KTR BIM will contact the FSO/POC and provide specific instructions on the electronic submission of background investigations (SF 85 and FD 258 Fingerprint Card) in accordance with HSPD-12 and Defense Counterintelligence and Security Agency (DCSA) guidance. The KTR BIM will provide verification of existing investigations for personnel transitioning from other contracts.

iWATCH (Annual) Training. This standard language is for contractor employees with an area of performance within an Army controlled installation, facility, or area.

The Contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO).

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 COR. This training shall be completed within 30 calendar days of contract award and within 05 calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award.

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16. Changes to Contract or SOW:

The KO is the only individual authorized to approve changes or modify any of the requirements under this SOW. The Contractor shall communicate with the COR on all matters pertaining to contract administration. The COR is designated to represent the KO in furnishing technical guidance and advice regarding the work being performed under this contract. Only the KO is authorized to make commitments or issue changes affecting price, quantity, or performance of this contract. Costs incurred by the Contractor through the actions of parties other than the KO shall be borne by the Contractor.