Attachment 0007 - PWS 07 RFAAP Maintenance.docx

RADFORD ARMY AMMUNITION PLANT

PERFORMANCE WORK STATEMENT (PWS)

PWS 7 – MAINTENANCE OF ACTIVE FACILITIES

1. GENERAL INFORMATION

1.1. INTRODUCTION

1.1.1. This PWS outlines the Contractor's requirements for the maintenance of Government Furnished Property (Real Property and Personal Property/General Equipment), as defined in PWS 4, including but not limited to land, buildings, structures, rail, infrastructure, vehicles, and equipment as prescribed by FAR 45.245-1. This PWS also outlines documentation of maintenance efforts performed and associated metrics to track efficiency and effectiveness.

1.2. BACKGROUND

1.2.1. The Contractor is responsible for maintenance of the entire facility, both the Main Plant (Montgomery/Pulaski County) and the New River Unit (Dublin), covering approximately 6,900 acres in total. Maintenance of GFP must be conducted and documented such that Property requirements prescribed by PWS 4 and the FAR are met.

1.3. SCOPE

1.3.1. The scope of this PWS includes normal and routine maintenance of the following elements and all associated personnel and processes:

1.3.1.1. Land: all grounds contained within and including the perimeter fencing of the Main Plant and New River Unit sites (approximately 6,900 acres total). This includes personnel walkways, roadways, vegetation, and land. The perimeter fencing shall be maintained in accordance with PWS 6 requirements.

1.3.1.2. Buildings: all facilities in an ‘Active’ status per the Government’s General Fund Enterprise Business System (GFEBS), maintained and updated by the Contractor per PWS 4. Facilities in any status other ‘Active’ are unauthorized for use of any kind.

1.3.1.3. Rail: railroad trackage, ties, ballasts, and all components of the railroad system, including bridges, crossings, and signals used for transportation by railcar, railcar storage, or any track that is intersected by roadway or footpath. All active track shall be maintained under this PWS and IAW UFC 4-860-03.

1.3.1.4. Bridges: any structure built to span a physical obstacle without blocking the way underneath, constructed for the purpose of providing passage over the obstacle.

1.3.1.5. Infrastructure: any physical structures not previously mentioned that support the functionality of the facility. This includes but is not limited to water lines, steam lines, compressed air lines, electrical systems, fiber, and sewage systems.

1.3.1.6. Vehicles: all General Service Administration (GSA) vehicles and other non-tactical vehicles (NTVs) that support personnel and product transportation, including but not limited to railcars, locomotives, powder vans, trucks, heavy equipment, ambulance, and fire engines.

1.3.1.7. Equipment: any apparatus that directly or indirectly supports production, including but not limited to mixers, presses, compressors, motors, turbines, and HVAC systems.

1.3.1.7.1. Note that all fire equipment systems inspections, test, and maintenance shall be performed IAW NFPA Standards and Codes and PWS 3 requirements.

1.3.2. Maintenance requirements under this PWS are inclusive of Tenant usage of GFP. The Contractor shall ensure that all tenants comply with these requirements per the Tenant Use Agreement (TUA) between the Contractor and Tenant.

1.3.3. The Contractor shall ensure that all individuals or companies contracted to perform work and support adherence to the requirements (i.e. subcontractors) comply with these requirements per the contract between the Contractor and subcontractor.

1.3.4. Abnormal Maintenance (defined in section 1.5.2.3) and Maintenance of Inactive Facilities (MIF) both fall outside the scope of this PWS. Maintenance requirements of inactive facilities are outlined in a separate Task Order (TO 0008).

1.3.4.1. Any building pending deactivation (i.e. request for deactivation is awaiting approval) must be maintained as an active building until the process and documentation for layaway to Caretaker status is fully complete.

1.4. APPLICABLE DOCUMENTS OR CITATIONS

1.4.1. The number of applicable documents and citations for this PWS are too vast to include in their entirety within this document. A few citations, such as Army Regulations (AR) and Unified Facilities Criteria (UFC), are specifically referenced below or within the technical requirements of this PWS. The Contractor should note that they are responsible for adhering to all applicable regulations provided in this attachment and may be held accountable to these requirements at the discretion of the Government.

1.4.2. The Contractor shall adhere to the documents listed below:

1.4.2.1. AR 420-1 Chapter 5: Buildings and Structures

1.4.2.2. AR 420-1 Chapter 7, Section III: Pavements

1.4.2.3. AR 420-1 Chapter 7, Section IV: Railroads

1.4.2.4. AR 420-1 Chapter 7, Section V: Bridges

1.4.2.5. AR 420-5 Chapter 9: Fire Protection

1.4.2.6. AR 420-5 Chapter 10: Equipment and Apparatus

1.4.2.7. UFC 4-860-03 Railroad Track Maintenance Standards

1.4.2.8. UFC 3-430-07 Operations and Maintenance: Inspection and Certification of Boilers and Unfired Pressure Vessels

1.5. DEFINITIONS

1.5.1. RFAAP Maintenance Plan (MP): The governing document written by the Contractor to describe how the Facilities Maintenance Team shall meet the requirements outlined in this PWS.

1.5.2. Corrective Maintenance: Any action required to preserve, repair, or replace active facilities and active equipment in such condition that it may be safely and effectively utilized for its designated purpose.

1.5.2.1. Normal Maintenance: Inclusive of but not limited to periodic, day-to-day requested care of production and all elements outlined in section 1.3.1.

1.5.2.2. Major Maintenance: Rare or infrequent, yet substantial repairs, replacement, rehabilitation, and/or upgrades to GFP that are deemed too critical or urgent for the PBS process. Major Maintenance is typically project-oriented and shall not be used in emergency situations (e.g. safety/environmentally critical failures or an urgent repair supporting production). Major Maintenance shall not be used for maintenance described by regulations and/or PWS requirements herein. More details regarding the Major Maintenance process can be found in section 2.1.8.

1.5.2.3. Abnormal Maintenance: Substantial purchases, repairs, and/or upgrades exceeding $250,000 that may be attributed to severe weather events (acts of God, tornadoes, earthquakes, floods, etc.) and/or an isolated/peculiar event. The Government may fully fund the cost per each event for all active GFP, subject to the availability of funds, Government determination that Abnormal Maintenance is appropriate, and determination of need by the Government. If it is determined that the Contractor failed to maintain or operate the property IAW this PWS, the approved Maintenance Plan, or operating procedures, the Contractor shall be responsible for the full repair or replacement.

1.5.3. Deferred Maintenance: Any maintenance tasks that are not performed within the defined timeframes for completion (see section 2.1.1.5.1).

1.5.4. Preventative Maintenance (PM): Methodical and proactive approach to reduce or prevent unplanned maintenance downtime and ensure safe and environmentally compliant operation through regularly scheduled maintenance (e.g. lubrication, inspection, rotation, etc.). PM schedule may be time-based or usage-based.

1.5.5. Predictive Maintenance (PdM): Tools and techniques (e.g. vibrational analysis, ultrasonic testing, laser alignment, etc.) used to determine the condition of equipment to forecast when maintenance should be performed prior to failure.

1.5.6. Computerized Maintenance Management System (CMMS): Software that centralizes all maintenance information and facilitates maintenance processes. It helps optimize the utilization and availability of physical equipment and other elements of section 1.3.1 through prioritizing and scheduling maintenance activities.

1.5.7. Work Order (WO): Any request for corrective work, preventative maintenance, or predictive maintenance generated and tracked within the CMMS.

1.5.8. Mission-Essential Asset (MEA): Assets, if not maintained, that could harm personnel, cause environmental damage, or negatively impact the production delivery schedule. This list should be inclusive of the Master Asset List that is used in the Mechanical Integrity Program.

1.5.9. Key Performance Indicator (KPI): Measurable and quantifiable metrics used to evaluate and assess the Contractor’s performance and effectiveness of maintenance strategies.

1.5.10. Planned Maintenance Downtime: Scheduled time for preventative maintenance or corrective work (excluding equipment failure) that is coordinated with appropriate personnel.

1.5.11. Unplanned Maintenance Downtime: Any downtime caused by equipment failure until equipment is repaired and available for production.

1.5.12. Subcontractor: Individuals or companies contracted to perform work.

1.5.13. Mechanical Integrity (MI): The process of managing equipment to ensure it is designed, installed, operated, and maintained properly.

2. WORK REQUIREMENTS

2.1. TECHNICAL REQUIREMENTS

2.

2.1.1. The Contractor shall support production and utilities by extending the life cycle of facility assets through control of planned and unplanned downtime and maintenance of installation equipment and facilities. Maintenance activities shall be in accordance with (IAW) the approved Facilities Maintenance Plan. All maintenance activities shall be performed by appropriately qualified individuals and may be Contractor personnel or subcontracted professionals.

2.1.2. Unless otherwise prescribed herein, maintenance shall be performed in accordance with chemical industry best practices for a complex industrial environment where equipment reliability and asset integrity play a crucial role in ensuring safety and efficiency. Given the nature of operations, maintaining asset integrity long-term requires robust operational maintenance strategies. The Contractor is fully responsible for understanding all Federal, State and Local laws and regulations that govern the facilities and equipment at RFAAP and ensuring that inspections, documentation, and execution of maintenance activities are in compliance with all regulations. The Contractor shall ensure that all subcontractors and tenants comply with these requirements.

2.1.2.1. The Contractor shall annually develop and administer a Maintenance Plan for RFAAP. Initial submission of the RFAAP Maintenance Plan (MP) is within 30 calendar days of Contract Award. The Contractor shall submit subsequent annual plans within 30 days of the start of each calendar year. Each MP will be reviewed and approved by the Government. (CDRL A07-01)

2.1.2.2. The MP shall describe in detail the strategy and work processes (from problem identification through execution) for maintenance of 100% of active Government furnished property at RFAAP (land, buildings, structures, rail, infrastructure, vehicles, and equipment).

2.1.2.3. The MP shall mitigate the risk of failure of equipment at RFAAP that supports production manufacturing through the inclusion of Predictive Maintenance (PdM) and Preventative Maintenance (PM) processes and the implementation of a Mechanical Integrity (MI) Program IAW PWS 9 and applicable OSHA standards. Unexpected service requests and other maintenance-related needs shall be addressed through the corrective maintenance process.

2.1.2.3.1. The MP shall describe in detail the strategy and procedure for all maintenance activities (including preventative, predictive, and corrective maintenance) to ensure outages are scheduled to minimize impact on production manufacturing.

2.1.2.4. The Contractor shall maintain a Computerized Maintenance Management System (CMMS) that installs and utilizes all applicable modules and data fields (both searchable and exportable). The MP shall describe in detail how 100% of maintenance activities will be captured in the CMMS, to include subcontracted work.

2.1.2.4.1. The CMMS shall be capable of resource planning and allocation for RFAAP, which includes, but is not limited to, executing the strategy and work processes as defined in the MP and coordinating and integrating maintenance efforts between facilities, production, engineering, safety, environmental, and procurement.

2.1.2.4.2. The Contractor shall analyze available resources (i.e. workforce) and adjust allocation strategy based on the current and forecasted demand for those resources. The Contractor shall develop and report at least one KPI to address this requirement and report data monthly (see section 2.1.5).

2.1.2.4.3. The CMMS shall include complete electronic documentation for 100% of work performed – Corrective Maintenance (CM), Preventive Maintenance (PM) and Predictive Maintenance (PdM) – to allow for complete and transparent auditability. This includes work performed by subcontractors. All non-emergency work shall be scheduled in the CMMS, and work included in the CMMS shall be completed as specified in timeframes defined within the MP. Work that is not completed within these specified timeframes may be considered deferred maintenance.

2.1.2.4.4. CM, PM, and PdM documentation shall, at minimum, document work performed (what was accomplished), labor required (personnel and time-on-job), materials used, and all associated costs.

2.1.2.4.5. The Contractor shall provide the Government access to 100% of the information included in the CMMS with a unique username and password for the system.

2.1.2.4.6. If a new defect is discovered while performing CM, PM or PdM then the work performed to correct that deficiency shall be documented in the CMMS (create new work order or document within existing work order).

2.1.2.4.7. In addition to the CMMS that is used for reporting, scheduling, and documenting maintenance activities, the Contractor shall also utilize BUILDER Sustainment Management System (SMS) as mandated by Army Materiel Command (AMC). BUILDER SMS is a web-based asset life cycle management software tool created by the Engineer Research Development Center – Construction Engineering Research Laboratory of the US Army Corps of Engineers (USACE-ERDC-CERL). The Contractor shall collect, update, and maintain facility data IAW JMC BUILDER Sustainment Guide, RFAAP Technical Library Attachment B.

2.1.2.5. The MP shall describe in detail how the Contractor will develop and maintain a comprehensive Spare and Repair Parts Program for RFAAP that includes 100% of spare and repair parts for Government furnished property at RFAAP.

2.1.2.5.1. The Spare and Repair Parts Program shall include a list of Mission Essential Assets (MEA), prioritized based on criticality, life expectancy, and/or redundancy. The Spare and Repair Parts Program shall include stock of spare parts for all MEAs or a contingency plan that mitigates downtime if the MEA were to fail.

2.1.2.5.2. The MEA List shall be submitted within 30 calendar days of Contract Award (CDRL A07-04). The MEA List shall be resubmitted quarterly, highlighting any changes since the previous submission (e.g. assets added, assets removed, obsolete parts and their replacements, new contingency plans, etc.).

2.1.2.5.3. The Spare and Repair Parts Program shall demonstrate effectiveness by identifying trends and areas of improvement through tracking of KPIs.

2.1.3. The Contractor shall conduct quarterly Life Cycle Cost Analysis (LCCA) for Mission Essential Assets (MEA). The data shall be processed as independent quarters of the year (i.e. not the aggregate YTD data).

2.1.3.1. The LCCA shall, at a minimum, include life cycle costs of the top 25 MEAs with the largest associated repair costs. (CDRL A07-02)

2.1.3.2. Life cycle costs include cost for replacement parts, direct labor, subcontractor, and estimated lost cost from production downtime per MEA. Analysis of direct repair costs shall be separate from estimated lost cost from production downtime (i.e. two separate lists of the top 25 costliest MEAs).

2.1.3.3. The LCCA shall include assessments for each specific quarter and total costs for the lifespan of the MEA starting at contract award. For example, if the contract starts on 1 JAN 2027, the total costs for an asset would include all replacement parts, labor, subcontractor costs and lost cost from production downtime from 1 JAN 2027 to the time of CDRL submission.

2.1.4. The Contactor shall annually develop and maintain a Human Resource Strategic Plan that delineates work and provides a systematic plan to achieve optimum use of the skills and trades for all of Contractor RFAAP workforce performing under this PWS, as allowed by the Collective Bargaining Agreement. (CDRL A07-03).

2.1.4.1. The Human Resource Strategic Plan shall include:

2.1.4.1.1. A Maintenance Employee Skills Portfolio that identifies both strengths and areas of improvement/deficiencies (gaps) in the skills and trades of the employees performing under this PWS. The Skills Portfolio shall include the current or intended utilization of subcontractors and vendors.

2.1.4.1.2. A Maintenance Employee Training Plan shall be developed and implemented to correct, mitigate, adjust, or improve any skill or trade gaps in the workforce performing under this PWS.

2.1.4.1.3. Succession planning for critical skills and trades designed to minimize skill and trade gaps essential for maintenance of facilities.

2.1.4.1.4. Community outreach program to recruit and enhance supply of qualified essential maintenance technicians and engineers from the community.

2.1.4.1.5. Any initiatives that prepare the Contractor for future maintenance requirements at RFAAP (i.e. apprenticeships, leadership rotation programs, etc.).

2.1.5. The Contractor shall submit a monthly Key Performance Indicator (KPI) Report for RFAAP.

2.1.5.1. The monthly KPI Report shall demonstrate efficiencies of maintenance work performed at RFAAP by tracking the following KPIs. (CDRL A07-05):

2.1.5.1.1. Backlog by WO Type (CM, PM, PdM)

2.1.5.1.2. Water Break Data (completed and reported)

2.1.5.1.3. Steam Leak Data (completed and reported)

2.1.5.1.4. Mean Time to Repair (MTTR) by WO Type

2.1.5.1.5. Mean Response Time by WO Type

2.1.5.1.6. Planned Maintenance Percentage

2.1.5.1.7. Schedule Compliance (percentage of assigned WOs completed as scheduled)

2.1.5.1.8. Estimated vs. Actual Man-Hours for all completed WOs

2.1.5.1.9. Worker Utilization Percentage

2.1.5.1.9.1. Delineate the breakdown of time between CM, PM, PdM, and idle time.

2.1.5.2. In addition to the KPIs specified in section 2.1.5.1, the Contractor shall identify a minimum of three (3) KPIs that measure performance, timeliness, and/or effectiveness of maintenance efforts at RFAAP. The initial submission shall be submitted to the Government for approval 30 calendar days after to transitioning as the Operating Contractor and monthly thereafter in the PWS 7 KPI report.

2.1.5.3. The Contractor shall define the calculation method for each KPI and any sub-KPIs in the first submission of the PWS 7 KPI report ACA for Government approval.

2.1.5.4. The PWS 7 KPI Report shall provide targets for improvement for each KPI, with justification as to why the target was determined. Targets may be based on industry standards or baseline data acquired in the first quarter of performance tracking. Targets may be adjusted on an annual basis or sooner if necessary, with Government approval.

2.1.5.5. When KPIs are trending negative or consistently below target (for at least three consecutive months), the Contractor shall provide a plan or strategy adjustment to work back towards the target. The plan and/or strategy shall include details on actions to be performed, timeline for improvement and personnel responsible to achieve the target.

2.1.5.6. While the government reserves the right to assess contractor compliance with specific requirements of this PWS, the primary measure of the contractor’s success in performing the PWS will be determined by KPI goal attainment.

2.1.6. The Contractor shall submit monthly PM Completion Reports showing scheduled PMs for the month compared to actual results. The Report shall include the following: (CDRL A07-07)

2.1.6.1. PMs completed (specifying scheduled and unscheduled).

2.1.6.2. Delinquent PMs (in a given month and the overall backlog).

2.1.6.2.1. Delinquent PMs with a frequency greater than one month shall be included in the overall backlog until PMs are completed or superseded.

2.1.6.3. PMs that were generated or revised with reason for generation/revision.

2.1.6.4. Any cancelled or inactivated PMs with adequate justification for cancellation.

2.1.6.5. Scheduled PMs for the upcoming month.

2.1.7. The Contractor shall diagnose and analyze equipment failures at RFAAP, with the goal of understanding the factors that contributed to and/or resulted in failure and implementing identified actions to prevent future failures.

2.1.7.1. As long as criteria are met, at least one follow-up analysis per category shall be conducted and submitted monthly (CDRL A07-06):

2.1.7.1.1. Repeat failures that occur within a one-month timeframe or a Mission Essential Asset with low mean time between failure

2.1.7.1.2. Failure that impacted production for greater than 24 hours

2.1.7.1.3. Near miss or safety event that involved maintenance personnel or processes

2.1.7.2. Each submission shall include the following:

2.1.7.2.1. Detailed description and explanation of failure

2.1.7.2.2. Root cause of failure

2.1.7.2.3. Analysis of solutions to address the failure, both in the short-term and long-term

2.1.7.2.4. Execution plan and associated action log

2.1.7.2.5. Estimated cost of each solution

2.1.7.2.6. CM, PM, and/or PdM data, as applicable (develop performance-based metrics, planning/scheduling upgrades, etc.)

2.1.7.3. The Contractor shall provide additional analysis or diagnosis when notified of unsatisfactory performance by Contracting Officer (ACO/PCO), Contracting Officers Representative (COR), JMC, or other Regulatory Agencies (EPA, OSHA, VDEQ, etc.).

2.1.8. The Contractor shall expedite completion of work that is directed by the RFAAP Commander to correct a security, environmental, or safety concern.

2.1.9. Major Maintenance

2.1.9.1. The Contractor shall execute a minimum of $5,000,000 (excluding profit and G&A of the Contractor) per year at RFAAP for Major Maintenance, for contracts years 1-5. For contract year 6 and onward, the Contractor shall execute a minimum of $6,000,000 (excluding profit and G&A of the Contractor) per year at RFAAP for Major Maintenance.

2.1.9.1.1. The Contractor shall submit Major Maintenance Projects to the Government for review and approval prior to execution of the project. (CDRL A07-09)

2.1.9.1.2. Major Maintenance shall generally exceed $150,000 per repair/replacement/inspection/action. The Contractor shall not aggregate maintenance requirements in an effort to reach the $150,000 threshold. In all cases, Major Maintenance funding shall be used solely for the purpose of Major Maintenance. These funds shall not be used to fulfill any other facility contract requirements (e.g., facility infrastructure maintenance) that are already required in any above section of this PWS. In the event of a disagreement with regards to the legitimacy of a Major Maintenance project, the PCO shall make the final determination.

2.1.9.1.3. The Contractor shall maintain a list of all Major Maintenance projects identified (1-N), both approved and pending approval, to provide the Government visibility into the total estimated project workload and value over the contract POP. The first execution period for Major Maintenance shall begin when the Contractor takes operational control of RFAAP. Cost estimates for each project shall be provided and based on engineering estimates, project comparisons, and vendor quotes if available. The Contractor shall provide justification on the need for each project and the rationale of their proposed prioritization to the Army Staff and Project Lead Joint Services (PLJS). The Army Staff will coordinate with PLJS to validate the requirements and the priority. Comments, approval, and/or disapproval shall be provided to the Contractor by the PCO.

2.1.9.2. Prior to the execution of each project, the Contractor shall review all the proposed costs to ensure that they are allowable, allocable, fair, and reasonable. If there are any questions, the Contractor shall consult with the Army Staff. If at any time before or during the execution of any project, it is determined that the cost is substantially different from the original estimate, the Army Staff shall be notified.

2.1.9.3. The Major Maintenance Committee, consisting of both Contractor and Government personnel, shall meet on an agreed upon frequency (e.g. biweekly) to review the 1-N List and expenditures of all projects in execution. The Contractor shall capture actual cost data for all Major Maintenance projects and to make said data available to the Government at the end of each calendar year. (CDRL A07-08)

2.1.9.4. The Government may direct fund additional Major Maintenance projects on a case-by-case basis but this shall not be assumed. Additional direct funded Major Maintenance projects shall be executed via the standard Major Maintenance process described herein.

2.1.9.5. The Contractor shall apply annual unused funding/credits to the following year. Major Maintenance credits carried forward may be used for Major Maintenance projects in subsequent years in the contract period. Should the Contractor incur costs over and above the annual allotment it shall be deducted from the following calendar year. At end of the contract, the Contractor shall return any unused Major Maintenance funding to the Government via a means provided by the PCO.

2.1.9.6. All Major Maintenance Projects satisfying this requirement become Government Property at time of purchase and/or upon execution, IAW PWS 4.

2.1.9.7. Major Maintenance shall be scheduled to minimize impact on production. Major Maintenance can be schedule with other maintenance activities or building shutdowns, but the Contractor shall consider the urgency and all impacts of waiting to perform Major Maintenance.

2.2. DELIVERABLES

Guidance: Details on CDRLs and other requirements

Order of INSERT CDRL as they appear in the document (recommended frequency in parentheses):

CDRL A07-01 RFAAP Maintenance Plan (once a year, start of CY)

CDRL A07-10 Facilities and Equipment Inspection Report (30 days after inspection completed)

CDRL A07-04 Mission Essential Asset List (first submission 30 days after award, then quarterly, 15th calendar day after quarter ends)

CDRL A07-02 Life Cycle Cost Analysis (quarterly, 15th calendar day after quarter ends)

CDRL A07-03 Human Resource Strategic Plan (annual, 60 days after start of CY)

CDRL A07-05 Key Performance Indicator Report (monthly, 5th business day)

CDRL A07-07 Preventative Maintenance Completion Report (monthly, 1st calendar day of month for schedule, 1st business day for completion report)

CDRL A07-06 Follow-Up Analysis to Failure (monthly, 10th business day)

CDRL A07-08 Major Maintenance Project Submission (as required)

CDRL A07-09 Major Maintenance Funding Report (annually, based on the CY, submission due by every 30 January)