Appendix F - Performance Work Statement (PWS)_12AUG25_Rev1.pdf

DEFENSE LOGISTICS AGENCY - ENERGY

FUELS PROGRAM RECURRING MAINTENANCE AND MINOR REPAIR

PERFORMANCE WORK STATEMENT

Naval Support Activity (NSA) SOUDA BAY, GREECE

JULY 25, 2025AUGUST 12, 2025

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

Wiesbaden, Germany

Rev 1

FUELS PROGRAM RECURRING MAINTENANCE AND MINOR REPAIR PERFORMANCE WORK STATEMENT

TABLE OF CONTENTS

I. INTRODUCTION

II. DESCRIPTION OF WORK

III. SPECIFIC REQUIREMENTS

1. TASK 1 - SCHEDULED RECURRING MAINTENANCE, PLANS, AND

REPORTS (NSA SOUDA BAY)

2. TASK 2 - Unscheduled Minor Repair Service Orders (NSA Souda Bay)

3. TASK 3 – Unscheduled Minor Repair Service Orders for Detachable Pantographs and Equipment (NSA Souda Bay)

IV. WARRANTY

V. PERIOD OF PERFORMANCE

VI. SCHEDULE OF DELIVERABLES AND PAYMENT

VII. ANCILLARY WORK

VIII. POINTS OF CONTACT

IX. GENERAL REQUIREMENTS

X. CONTRACTOR REQUIREMENTS

XI. SAFETY COMPLIANCE REQUIREMENTS

XII. ATTACHMENTS

I. INTRODUCTION

The Defense Logistics Agency Energy (DLA-Energy) Fuels Recurring Maintenance and Minor

Repair (RMMR) 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 DLA-

Energy. 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 services provide written reports detailing systems evaluated, corrective actions taken, and documentation of 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 DLA-Energy capitalized facilities as well as emergency response capability to ensure the safe and reliable accomplishment of the applicable fuels delivery mission.

This contracting effort is part of a continuously improving Government approach to providing effective fuel systems Recurring Maintenance and Minor Repair (RMMR) 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-NAU DLA-Energy program and project managers (PM), and the DLA-Energy customer program managers.

II. DESCRIPTION OF WORK

Under this Performance Work Statement (PWS), Contractors 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 DLA-Energy capitalized facilities at Naval Support Activity (NSA) Souda Bay, Greece inclusive of the pumphouse, pipeline, generators and other equipment associated with Marathi Pier on Hellenic side.

Contractor shall provide RMMR Services through development and implementation of a Facility

Maintenance Plan which defines, schedules, and executes periodic quarterly, semi-annual, and annual facility inspections. The facility maintenance program shall also include Emergency Repair, Minor

Repair, Emergency Environmental Support, and Records Management. The Contractor shall also perform an annual assessment of facilities. The work will not be considered complete until a report in

English identified on the work request form submitted after deficiency identification 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. For work occurring on

Hellenic side, Contractor must coordinate with Liaison Officer (LNO) prior to entrance.

1. Definitions

Scheduled Maintenance (Recurring 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.

Unscheduled Maintenance (Minor Repair)

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-Energy 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 normal operations. Unscheduled maintenance may also be called corrective maintenance (CM).

Each Unscheduled Maintenance SO will be firm-fixed-price and will fall within their respective SO values. The SOs are not to exceed the max SO value (See Section III, Task 2 &3). The proposals issued under the Unscheduled Maintenance Contract Line-Item Number (CLIN) shall include all indirect labor, direct labor, material, and equipment costs, and profit associated with the preparation, assessment, troubleshooting, travel, and execution of repair.

III. SPECIFIC REQUIREMENTS

Working hours shall be in accordance with locally mandated times/day/holidays as required by the site. The work will be accomplished through the performance of the tasks described below:

1. TASK 1 - SCHEDULED RECURRING MAINTENANCE, PLANS, AND REPORTS (NSA

SOUDA BAY)

The Contractor shall implement scheduled recurring 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 of UFC), dated

10 November 2017 with Change 2, 24 August 2023 or must recent updated version, other applicable US or Host Nation directives, manufacturer’s specifications, and best commercial practices. The Contractor shall develop a forecasted annual recurring maintenance schedule of all the maintenance tasks to be performed during each contract period of performance utilizing the template within Attachment F Appendix C RM Schedule. The Contractor shall update this schedule throughout the period of performance. The Contractor shall utilize the government provided facility and asset information to develop the initial schedule. The Contractor shall implement a systematic plan contributing to the uninterrupted functioning of the fuel facilities and provide copy of inspection reports to the USACE PM 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 NSA Souda Bay, their associated equipment, and system components. In the event that equipment is added/removed/changed while this contract is active, this contract shall be re-baselined to include the new equipment list along with any additional recurring maintenance tasks. See Attachment G - Enterprise Business System (EBS)

Greece List for the most current available real property and facility numbers.

Contractor shall inspect, at a minimum, the containment systems, Oil Water Separator (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 PM 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 USACE PM of any maintenance downtime that could affect operational use of the system and the estimated time before 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 conduct an in and out-brief with the fuels operation staff of the RM visit

(prior to departing the site) and obtain a signature from the site on a sign-out sheet. The out-brief shall include a line-by-line review of deficiencies identified and/or corrected during the visit and must include before and after photographs of completed repairs. In brief/out briefs may be performed via phone calls if site personnel are not available in person. RM sign-off sheet can be emailed to site within 24 hours of RM event for signature if signature is not collected prior to departure.

The Contractor shall provide a daily maintenance update to the fuels operation staff to include crew start and stop times to the site on activities completed and any activities which could not be completed with an explanation.

1.1. Preventative Maintenance Frequencies

The Contractor shall provide scheduled maintenance services for DLA-Energy capitalized systems, equipment, and assets at NSA Souda Bay. Scheduled maintenance shall be conducted in accordance with the frequencies and procedures specified in UFC and other 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 schedule accordingly.

1.2. Recurring Maintenance Reports

The Contractor shall develop a comprehensive recurring 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 must contain a recurring maintenance task tracking form using the template provided in Attachment H - Sample Recurring Maintenance Report, showing results of all tests, inspections, maintenance, and repairs performed. The report shall be completed on the individual component level. The report form shall include, but not limited to, information regarding equipment/systems checked, any readings/measurements taken, inspection, maintenance, and repair performed, noted defects, and any comments/recommendations. The report must include photographs of completed work and shall include a log of all deficiencies identified at each site during the entire period of performance of the contract. Deficiencies shall be given a deficiency identification number and sorted in reverse chronologically order by date identified. SO status for each deficiency shall be identified. The Contractor must submit a deficiency list to the

Government stakeholder group within 5 calendar days of completion of each RM visit.

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. Maintenance reports shall be submitted via electronic mail to the USACE PM with site signature no later than 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 April). Quarter 4 Report shall be submitted prior to the submission of final progress payment.

1.3. Contractor Plans and Reports

The following section discusses the development and implementation of Contractor plans and reports. See Table of Submittals (Section VI) for a summary of plans and reports.

1.3.1. 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 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 Contractor 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 Work Plan to the USACE PM

30 days after award as stated the Table of Submittals. Comments to the Draft WP will be provided by the Navy, USACE, and DLA stakeholders, consolidated by the USACE PM, and sent to the Contractor. The Contractor will then submit a Final WP for approval NLT 15 days after comments have been received.

1.3.2. 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 QCP, which addresses methods for meeting the requirements of this PWS.

The Contractor shall provide one electronic copy of the Draft QCP to the USACE PM 30 days after award as stated the Table of Submittals. Comments to the Draft WP will be provided by the USAC. The Contractor will then submit a Final QCP for approval NLT 15 days after comments have been received.

1.3.3. Accident Prevention Plan (APP)

The Contractor shall prepare and 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 the EM 385-1-1 in effect on the date of solicitation and as supplemented herein. The Contractor shall utilize the following forms in

USACE 385-1-1: ENG Form 6293 APP Worksheet and ENG Form 6282 SSHO

Designation Letter. The APP must be project specific and address any unusual or unique aspects 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 ensure 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 address scheduled and unscheduled project specific Activity Hazard

Analysis (AHA) processes to include SO AHAs under part 10 of the ENG Form 6293 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 PM. AHAs must be reviewed and signed by the Site Safety and Health Officer (SSHO), Superintendent, Quality

Control (QC) Manager and all crew members performing the work. The AHA shall be formatted in accordance with EM 385-1-1, Section 1-6 and 2-6. AHAs must identify any competent or qualified persons required for the work activities IAW EM 385-1-1.

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.

1.3.4. Kick Off Meeting

The USACE PM will schedule a virtual kick-off meeting with the Contractor and with subcontractors present within fifteen (15) calendar days of contract award. The Contractor will attend the project kick-off meeting with the USACE PM and pertinent team members.

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 will be responsible for developing the meeting agenda and will include project safety as an agenda topic.

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 PM 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 PM within five (5) working days after the meeting, via email. Upon approval of the meeting minutes, the

USACE PM will direct the Contractor to deliver the meeting minutes to other meeting attendees via email.

1.3.5. Facility Maintenance Plans

Contractor must update and maintain the Government provided Facility Maintenance Plans in their entirety and implement as part of a detailed preventive maintenance plan. The FMPs must be at a component level that includes scheduled recurring maintenance and minor repairs related to recurring, periodic, and scheduled work on fuel systems to ensure their availability to receive, store, distribute and dispense fuel. FMPs may be found in

Attachment A. Contractor shall convert the current FMPs to the most current version of the template provided after award. The Government reserves the right to modify the FMP format anytime during the execution of this task order if changes are proven to improve the documented approach and to request the Contractor to utilize the most current version.

In addition to maintaining the FMPs, the Contractor shall perform facility and equipment validation and verification of component inventory during the Initial Site Visit, and during following option years, for all petroleum facilities, petroleum systems, and supporting

DLA-Energy capitalized facilities, components, equipment, and systems in support of fuels delivery mission, regardless of whether RM activities are required for that equipment by this contract. Any variances in the Government provided FMPs must be captured within the updated FMPs. The Contractor shall prepare the FMP Applicable Facility Assets utilizing

Attachment A-1 FMP Souda Bay– v2.2. Attachment A – FMP RM Example provides an

FMP example. Annotate variances in component additions or deletions using red font and for any deletions in equipment, use strikethrough effect. The Contractor may utilize the existing and most updated Equipment Inventory Lists (EIL) as a baseline to confirm the existing equipment inventory and must convert to the FMP asset list if there is not an existing FMP (See Attachment A-2 Equipment Inventory List (EIL)). Existing EIL to be field-verified for accuracy.

FMPs must be approved prior to inclusion in Maintenance Binder. Prior to submitting

FMPs for Government, approval FMPs must be provided to the Government via email as an excel workbook immediately after PM sign-off but no later than 45 days after Initial Site

Visit and 45 days after each Option Year awards. FMPs are a living document and must be updated as changes occur or upon request by the Government.

The Contractor will ensure maintenance activities are scheduled to prevent or minimize impact to operations.

1.3.6. 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.

The USACE PM will provide the latest ISR from the previous contract during the kickoff meeting. 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 PM for verification of the accuracy and completeness. Upon sign-off from the PM, 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 Installation Status Reports are provided for information only; Attachment B - Sample Bulk Installation Status Report (ISR) and Attachment C - Sample Operational

Installation Status Report. If a different service specific format is not provided, the report shall be completed using the ISR format. The site specific ISR from the last contract and option year will be provided to the Contractor after award.

1.3.7. Site Specific Comprehensive Warranty Report

The Contractor shall maintain warranty on repairs for the prime and subcontractors during one year warranty periods, periods of extended warranties, and/or other specified warranty periods for NSA Souda Bay. 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 of work and continues for one year or as otherwise specified in the PWS, see Section V.

The information 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:

a. Service Order Identifier (e.g., SBY-XXX)

b. Description of work

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

d. Facility Number and/or Location where installed

e. Starting Warranty Effective Date

f. 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 for each site within ten (10) calendar days before the end of period of performance for review and acceptance by the Government.

1.3.8. RMMR Status Reporting

The Contractor shall submit status reports meeting the following requirements.

Three-Week Look-Ahead Schedule

The Contractor shall provide a weekly schedule update detailing a schedule of all on-site activities anticipated for the following three weeks. The Contractor shall utilize the template provided in Attachment D - Sample Three-Week Look-ahead Schedule. The report shall be submitted to the government no later than 13:00, Friday each week. The report shall be submitted to the USACE PM for the sites included within the contract.

Monthly Progress Status Report

The Contractor shall prepare and submit a monthly progress status report describing the work performed since the previous report, work currently underway and work anticipated.

The report shall include any relevant correspondence (email or phone with the PM or site) not already provided via email or in meeting minutes and updated recurring maintenance schedule for all sites. If approved work is not on schedule, the Contractor shall state what actions are anticipated to get back on schedule. In addition, the monthly report shall include, a balance sheet showing current available firm fixed price (FFP) funds for SOs, Safety

Program data/info, any customer comments and ratings, data analysis (e.g. SOs approved/completed per month per military service, scheduled maintenance funds spent per month per military service, number of backlog SOs per military service, average cost of routine/emergency SOs per military service, average time from identification to repair for routine/emergency SOs per military service, and top ten (10) recurring maintenance or repairs with frequency of maintenance/repair included) and backup data as required.

Photographs of recently performed repairs shall be included. The report shall be submitted no later than the 10th day of each calendar month and shall discuss the previous calendar month’s activities. The Contractor shall utilize the template provided in Attachment E, Monthly Status Report, however, USACE PM may request changes or additions to this template. The report shall be submitted via electronic mail to the USACE PM.

Monthly Meeting Reporting Requirement

The Contractor shall plan and host a monthly meeting via teleconference between the PM and the Contractor to discuss ongoing activities of the recurring maintenance and minor repair. The Contractor shall provide a meeting agenda at least one day prior to meeting date in include at minimum the following topics of discussion:

A. Recurring Maintenance

B. Quality Control

C. Contract Funding and Invoicing

D. Safety

E. Staffing – List for each working task

F. Base Access

G. Site coordination issues

H. Other Contract Deliverables

I. Contract Actions

J. Service Orders

K. Other Topics of discussion

Monthly meeting minutes shall be provided to the participants 5 days after meeting.

1.3.9. Annual Fuel Site Assessment (NSA Souda Bay)

The Contractor shall initiate a full site assessment of the fuel facilities at NSA Souda Bay within 30 days after award. This site assessment shall be coordinated with the USACE PM and the Terminal Manager and conducted with USACE, Navy, or other Government

Representative as witness. The Contractor shall provide an assessment report with recommended repairs to DLA-Energy Capitalized Assets no later than 30 calendar days after completion of the site assessments. This report will be evaluated by Govt, and follow-on work may be requested, and if approved, executed as an Unscheduled Minor Repair SO.

The work will not be considered complete until a report in English identified on the work request form submitted after deficiency identification has been received, reviewed, and approved by the USACE PM.

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 or item indicating 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 approximate 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, OWS, leak protection systems on pipelines, and storage tanks. Record (if any) environmental concerns from the POL distribution points and notify the USACE PM, Operations Terminal Manager, Base Quality Assurance Evaluators

(QAEs), and Base Environmental Office immediately.

The Contractor shall provide one electronic copy of the Draft Annual Fuels Site Assessment

Report to the USACE PM 30 days after award as stated in the Table of Submittals.

Comments to the Draft Report will be provided by the USACE PM, from which the

Contractor will submit a Final Annual Fuel Site Assessment Report for approval. Upon approval, the Annual Fuel Site Assessment Report will be distributed to USACE for further distribution.

2. TASK 2 - Unscheduled Minor Repair Service Orders (NSA Souda Bay)

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-Energy capitalized assets throughout period of performance at NSA Souda Bay. Contractor shall conduct unscheduled repairs per approved SOs. Individual SO proposal estimates submitted shall include all indirect labor, direct labor (based on Contractor’s cost experience in performing the task), material, equipment costs, an

SO-specific AHA, and profit associated with the preparation, assessment, troubleshooting, and execution of the repair. Once given a notice to proceed by the KO, COR or authorized representative to execute the SO repair, the Contractor shall not exceed the costs proposed without first obtaining approval from the KO, COR or authorized representative. The Contractor shall not execute SOs in excess of total amount obligated against the unscheduled maintenance CLIN.

Each SO will fall into the appropriate SO range (in Euros) and count towards the prescribed number of SOs. Each SO will not exceed the “up to” Euro SO value, will not exceed the prescribed number of

SOs, and will not exceed the maximum total SO amount allotted. The number of prescribed SOs and following ranges are based on expected workload for each year of the Contract:

Base Year:

SO Value Number of prescribed SOs Total Amount up to 5,000€ 15 75,000€ up to 10,000€ 15 150,000€ up to 15,000€ 5 75,000€ up to 20,000€ 3 60,000€ up to 25,000€ 3 75,000€ up to 30,000€ 3 90,000€ up to 55,000€ 3 275,000€ up to 80,000€ 3 240,000€ up to 200,000€ 1 200,000€

TOTAL 51 1,130,000€

Option Year 1:

up to 5,000€ 10 50,000€ up to 10,000€ 8 80,000€ up to 15,000€ 3 45,000€ up to 20,000€ 2 40,000€ up to 25,000€ 2 50,000€ up to 30,000€ 2 60,000€ up to 55,000€ 2 110,000€ up to 80,000€ 2 160,000€

TOTAL 32 795,000€

Option Year 2:

up to 5,000€ 8 40,000€ up to 10,000€ 6 60,000€ up to 15,000€ 3 45,000€ up to 20,000€ 2 40,000€ up to 25,000€ 2 50,000€ up to 30,000€ 2 60,000€ up to 55,000€ 2 110,000€ up to 80,000€ 2 160,000€

TOTAL 28 765,000€

Option Year 3:

up to 5,000€ 8 40,000€ up to 10,000€ 6 60,000€ up to 15,000€ 3 45,000€ up to 20,000€ 2 40,000€ up to 25,000€ 2 50,000€ up to 30,000€ 2 60,000€ up to 55,000€ 1 55,000€ up to 80,000€ 1 80,000€

TOTAL 26 630,000€

Option Year 4:

up to 5,000€ 8 40,000€ up to 10,000€ 4 40,000€ up to 15,000€ 2 30,000€ up to 20,000€ 2 40,000€ up to 25,000€ 2 50,000€ up to 30,000€ 2 60,000€ up to 55,000€ 1 55,000€ up to 80,000€ 1 80,000€

TOTAL 23 595,000€

Option 6-mo Extension:

SO Value Number of prescribed

SOs

Total Amount up to 5,000€ 4 20,000€ up to 10,000€ 2 20,000€ up to 15,000€ 1 15,000€ up to 20,000€ 1 20,000€ up to 25,000€ 1 25,000€ up to 30,000€ 1 30,000€ up to 55,000€ 1 55,000€ up to 80,000€ 1 80,000€

TOTAL 13 265,000€

The Contractor shall not break the prescribed number of SOs into multiple “up to” SO values and shall not place SOs below or above the prescribed “up to” SO values. The Contractor shall notify the USACE

PM when the amount of prescribed SOs will be exceeded and a subsequent modification will be evaluated to increase the number of prescribed SOs in the range. Option years are projections based on estimated workload and will be revaluated between each option year.

2.1. Service Order Process

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 submission form similar to the sample form provided in Attachment I - Sample Work Order Submission Form but may change during the course of the contract. All SOs shall be documented in accordance with a Government-approved Service

Order form provided in Attachment J of this Appendix. A 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 USACE

COR with sufficient detail and supporting documentation per contract requirements outlined within

Attachment K but may change during the course of the contract. The USACE COR will validate requirement, determine priority, place the SO in the correct range, and attain approval. The SO shall be submitted as a single contiguous Adobe PDF formatted file (not portfolio), including all attachments, inclusive of AHA. At the Government’s discretion, SOs may be submitted via email, the

Contractor’s Computerized Maintenance Management System (CMMS), or through an SO

Module/Website.

The Contractor shall complete all the required information on the SO form accurately and completely and submit a detailed breakdown of labor, materials, and equipment proposal estimate to the USACE

COR. Additionally, a detailed subcontractor labor breakdown will be included with the total SO estimate. If a template is provided by USACE, this shall be used and attached to the Contractor’s SO

Cost Estimate. Each SO shall have an Activity AHA which has been accepted at the appropriate level

IAW the contractor’s APP and the residual risk level identified on the AHA. EM 385-1-1 requires that the AHA is site and task specific; thus, the AHA must describe the actual work being performed.

In addition, if the task requires a plan or program that was not included in the original submittal or if the plan/program changes due to the new task, the Contractor shall submit the site-specific plan or program associated with the SO and AHA. For example, if the SO requires the use of a respirator, a respirator protection plan would be required.

For Emergency SOs, if the pending work effort was not covered under the initial APP, the Contractor may begin the onsite work efforts, while complying with all the safety and health requirements in EM

385-1-1. Additional sheets may be used for listing materials, certifications, photos, supporting evidence, 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 (owned and rented), etc. Three or more quotes for material or services more than the micro-purchase threshold are required and must be retained by Contractor.

Micro-purchase threshold currently set at $10,000 USD at time of writing; however, may increase by law during performance of the contract. In the case that three subcontractors were contacted and not all responded, correspondence with the unresponsive subcontractor shall be attached to the SO. When three quotes are required but are not able to be obtained, the Contractor shall complete and retain the

Sole Source Justification Form (See Attachment K). The Sole Source Justification Form shall include thorough explanation and proof of attempted market research (ie. emails were sent out to other subcontractors). The Contractor shall also submit an SO balance sheet along with each SO 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.

The USACE COR will review the proposal and upon approval will generate a Notice-to-Proceed

(NTP) for the specific task. The Contractor shall not proceed with any repairs prior to written notification from the COR.

2.1.1. Approval Authority

All SOs must be approved by the Contracting Officer, COR or authorized representative before work commences. The Contracting Officer may assign an authorized representative to determine priority level and validate requirements as identified in their appointment letter.

The COR may approve routine and emergency SOs equal to or less than the Micro-purchase threshold or as authorized by the KO. If during the execution of SO, the Contractor believes that the completion of the work will exceed the authorized limit, the Contractor shall cease work and notify 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.

2.1.2. Emergency Service Orders

Emergency SO 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 SO system deficiency cannot be repaired within the requisite timeframe, the

Contractor shall provide written notification to USACE 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 SOs when they are completed and submit written documentation of a summary of the work performed the following business day. The SOCR can be submitted later.

2.1.3. Routine Service Orders

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

When notified by the COR, the Contractor shall respond onsite and provide an estimate for repairs within fifteen (15) calendar days after notification. The Contractor shall complete repairs within thirty (30) calendar days after NTP. Routine SOs should be accomplished by the most economical and efficient manner, on a “first come, first serve” basis. Personnel shall not be diverted from Emergency SOs.

If the Contractor cannot meet the requisite timeframe to respond to and repair Routine SOs, 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.

2.1.4. Independent Project Service Orders (IPSO)

Independent Project Service Orders (IPSO) are those SOs that meet one of the following conditions:

A. The cost of the SO equals or exceeds the Simplified Acquisition Threshold (SAT) per facility. SAT currently set at $250,000 USD at time of writing; however, may increase by law during performance of the contract.

• If a SO contains multiple facilities but none of the facilities equals or exceeds the threshold, the effort will not be considered an IPSO.

• If a SO has multiple facilities and at least one of the facilities equals or exceeds the threshold, the entire service order effort will be considered an IPSO.

B. The total cost of the SO exceeds $1M USD regardless of the cost per facility.

C. The SO will be funded by a stand-alone MIPR requiring a contract modification even if the cost does not exceed the above threshold per facility.

These projects may require a longer period of time for approval and execution. IPSOs shall follow the process as outlined below:

A. Govt Site Rep will identify the requirement with the Contractor.

B. Contractor will submit a Request for Information (RFI) to the USACE PM to include a

ROM cost, photos, and scope of work. Contractor shall not submit any SOs at or above

Simplified Acquisition Threshold (SAT) without prior coordination with USACE PM as this is considered “acquisition sensitive” and the KO/COR will provide further instruction.

C. USACE will review the submitted RFI and discuss with the customer prior to acceptance confirming the use of the RMMR program. Approval or disapproval of IPSO will be documented in the RFI response.

D. If IPSO is approved, the Contractor will submit SO with an assigned SO number following the SO process to include the work plan package, all safety documents, and the RFI response.

E. USACE PDT will review the IPSO for cost and technical acceptance and may require further discussions or negotiations with the Contractor prior to final approval.

F. The Contractor will be given SO approval by contract modification from the Contracting

Officer. The Contractor does not have authority to act upon direction of anyone other than a KO.

G. Contractor shall follow RSO process for execution unless further guidance is given by

USACE PM.

2.1.5. Service Order Completion Report

The Contractor shall submit a service order completion report (SOCR) following the successfully completion of any SO under this task. The SOCR shall, at a minimum, include the following:

A. Narrative Sheet

1. Narrative of SO Request

2. Narrative of Corrective Actions

3. Daily photo documentation of the completed work along with descriptions

4. Documented safety inspections

B. Original Cost Estimate with site Govt Site Rep signature

C. Revised Cost Estimate with ACTUAL costs. This will be reviewed/signed by

USACE PM.

A Govt Site Rep of the fuels site will sign the SO verifying completion of the work. The

SOCR shall be submitted no later than fifteen (15) calendar days following the completion of field work. Following signature of the SOCR by USACE PM, the invoice for completion of the SO may be submitted for payment with all the necessary paperwork for documentation of billing.

2.1.6. Travel Costs

The Contractor shall be reimbursed for the reasonable actual cost of transportation, lodging, meals and incidental expenses when required to travel for this contract. Actual costs shall be considered reasonable, allowable, and reimbursable only to the extent that they do not exceed on a daily basis the maximum per diem rate in effect at the time of travel as set forth in the DOD Joint Travel Regulations (JFTR) located at http://www.defensetravel.dod.mil/.

Actual cost does not include handling charges, general and administrative cost, overhead, profit or any other indirect cost.

http://www.defensetravel.dod.mil/

The Contractor shall use the allowable GOV personnel rates for transportation and lodging. Reimbursement for airfare shall not exceed the lowest customary standard, coach, or equivalent airfare quoted during normal business hours. The Contractor will not be reimbursed for travel expenses unless audited records for transportation contain evidence, such as original receipts, substantiating actual expenses incurred for travel. In no event will reimbursement exceed the published rates of common carriers.

Reimbursable travel costs include only travel performed from the Contractor’s facility to the worksite, in and around the worksite, and from the worksite to the Contractor’s facility.

Reimbursable travel costs do not include cost associated with moving employees overseas for long-term employment or travel costs incurred in replacement of personnel when such replacement is accomplished for the Contractor’s or employee’s convenience. The

Contractor shall make, at no additional cost to the Government, all visits to the sites of work that do not exceed 50 kilometers (one way) from the Contractor’s office. Reimbursement for travel that exceeds 50 kilometers (one way) shall be made only if the SO clearly specifies the travel required. Per Diem per day and night will be paid only if the Contractor is required to be gone more than eight hours per day from his office and exceeds the above-mentioned distance criteria.

2.1.7. Service Order Tracker

Completed SO dates shall be sent to the USACE PM by the 25th every month utilizing the format provided in Attachment L, Service Order Tracker. Updates for SOs not completed must be provided and captured in the appropriate column as outlined. Updates should include specific timeframes and/or dates of most recent action and not general comments, such as “waiting on sub-contractor bid”.

2.2. Site Specific Final Summary Report

The Contractor shall summarize and compile all monthly Progress/Status Reports associated with the NSA Souda Bay, Greece Unscheduled Minor Repair Service Orders into one comprehensive

Annual Summary Report to be provided to the USACE PM prior to the end of each 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.

SO Response and Completion Times

Normal Duty Hours Outside Normal Duty Hours

Classification Response Time Completion Response Time Completion

Emergency 12 hours after notification from PM 72 hours after NTP 12 hours 72 hours

Routine Estimate within 15 calendar days

30 Calendar Days after NTP

Must be performed within Duty Hours unless authorized

Note: It is understood that these timelines are dependent on materials, subcontractor labor, coordination etc. Communication with the installation and USACE PM is expected to ensure work is completed in a timely matter.

3. TASK 3 – Unscheduled Minor Repair Service Orders for Detachable Pantographs and

Equipment (NSA Souda Bay)

The Contractor shall perform minor repair on detachable pantographs and equipment supporting DLA-

Energy capitalized facilities. SOs for these items shall follow the procedures identified under TASK 2 of this PWS. The number of prescribed SOs and following ranges are the following based on expected workload for each year of the Contract:

Base Year:

SOs

Total Amount up to 5,000€ 6 30,000€ up to 10,000€ 5 50,000€ up to 35,000€ 1 35,000€ up to 60,000€ 1 60,000€ up to 85,000€ 1 85,000€

TOTAL 15 460,000€

Option Year 1:

SOs

Total Amount up to 5,000€ 5 25,000€ up to 10,000€ 4 40,000€ up to 35,000€ 1 35,000€ up to 60,000€ 1 60,000€ up to 85,000€ 1 85,000€

TOTAL 13 445,000€

Option Year 2:

SOs

Total Amount up to 5,000€ 4 20,000€ up to 10,000€ 2 20,000€ up to 35,000€ 1 35,000€ up to 60,000€ 1 60,000€ up to 85,000€ 1 85,000€

TOTAL 10 420,000€

Option Year 3:

SOs

Total Amount up to 5,000€ 4 20,000€ up to 10,000€ 2 20,000€ up to 35,000€ 1 35,000€ up to 60,000€ 1 60,000€ up to 85,000€ 1 85,000€

Option Year 4:

SOs

Total Amount up to 5,000€ 4 20,000€ up to 10,000€ 2 20,000€ up to 35,000€ 1 35,000€ up to 60,000€ 1 60,000€ up to 85,000€ 1 85,000€

Option 6-mo Extension:

SOs

Total Amount up to 5,000€ 3 15,000€ up to 10,000€ 1 10,000€ up to 35,000€ 1 35,000€ up to 60,000€ 1 60,000€ up to 85,000€ 1 85,000€

TOTAL 7 205,000€

IV. WARRANTY

The system, all ancillary component, mechanical equipment, electrical equipment, subsystems, data transmission systems, and all Contractor provided software shall be covered by contract warranty.

The Contractor shall warrant all products and services provided under this contract (material and labor) for a period of one (1) year from the date of Government acceptance or the offeror’s standard commercial warranty period, whichever is greater.