Attachment 1 _ Performance Work Statement (PWS).pdf

February 2025

Performance Work Statement (PWS)

Maintenance and Repair of Miscellaneous Food Processing (MFP) Equipment

1 Introduction

This PWS defines the preventive maintenance (PM) and unscheduled repair requirements for MFP equipment at various Defense Commissary Agency (DeCA) locations in the Continental United States (CONUS), to include Alaska, Hawaii and Puerto Rico.

1.1 Scope The contractor shall perform PM and unscheduled maintenance of MFP equipment, as identified in 1.2, located in CONUS, to include Alaska, Hawaii and Puerto Rico.

1.2 Definitions

1.2.1. Original Equipment Manufacturer (OEM) material(s)/part(s): Material(s)/Part(s) includes all items which enable the equipment to operate in accordance with (IAW) the manufacturer's intended use. Such items may include but are not limited to: Central Processing Units (CPU), chains, belts, hoses, horizontal slicer blades and various fluid(s), part(s), or material(s). Replacement material(s) shall be OEM compliant, new out of the box, which will allow warranty to stay intact.

1.2.2 Preventive Maintenance: Scheduled preventive maintenance (PM) procedures consist of a complete operational check and service of designated equipment to ensure it is maintained in its intended operating condition according to the attached PM checklist. Labor and supply (e.g., lubricants, consumables, bench stock) costs incurred by the contractor in performing PM shall be included in the scheduled PM cost.

1.2.3 Unscheduled Maintenance Repair or Service: Any adjustment, repair, removal, disassembly, cleaning or replacement of materials needed to fix or correct equipment to safely operate. Unscheduled maintenance, repair or service is performed on an as-needed basis, as a result of unexpected problem(s).

1.2.4 MFP Equipment for this PWS will cover the following types of equipment:

Note: Not all equipment types listed will be at each location.

Unscheduled Maintenance and PM DeCA Commissary Equipment Description (CED) Numbers):

• Saw, meat, band type, DeCA CED 1M18.

• Mixer / Grinder Systems, Single, DeCA CED 1M20-A.

• Mixer / Grinder Systems, Tandem DeCA CED 1M20-B.

• Oven, rotary, roll-in, single rack, electric, DeCA CED 1B12-A.

• Oven, rotary, roll-in, single rack, gas, DeCA CED 1B12-B.

• Oven, mini-rotary, with proofer, DeCA CED 1B15.

• Oven, roll in rack, double rack, electric, DeCA CED 1B13-A

• Oven, roll in rack, double rack, gas, DeCA CED 1B13-B

Unscheduled Maintenance Only (DeCA CED Numbers):

• Rotisserie oven, DeCA CED 1D09.

• Conveyor, meat, portable, inclined, DeCA CED 1M10.

• Chopper, meat, table model, DeCA CED 1M14.

• Molder / bulker, meat, attachment, DeCA CED 1M16.

• Tenderizer, meat, table model, DeCA CED 1M34.

• Horizontal slicer, meat cleaver, DeCA CED 1M37.

• Slicer, meat, automatic, DeCA CED 4SMA.

• Proofer, roll-in, one door, DeCA CED 1B20-A.

• Proofer, roll-in, two door, DeCA CED 1B20-B.

Quantities are only provided for items that require PM, because PM is provided on a regular basis at a Firm Fixed

Price. A contract modification is required to change the quantity for equipment requiring PM. The Contractor will assume full financial responsibility for PM performed on equipment above totals listed on the equipment inventory attachment (see Attachment A).

Quantities for equipment requiring unscheduled maintenance only, are provided (see Attachment A). As long as the equipment CED count matches the contract, repairs are authorized.

1.3 Key Government Positions

1.3.1 Contracting Officer (KO): An individual with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

1.3.2. Contracting Officer's Representative (COR): An individual designated and authorized in writing by the contracting officer to perform specific technical or administrative functions. When the term COR is used elsewhere in this contract, it means the COR as designated by the Contracting Officer.

1.3.3 Commissary Officer (CO): An individual responsible for overall commissary operations. When the term CO is used elsewhere in this contract, it means the CO personally or the Acting CO.

1.3.4 Equipment Maintenance Team (EMT): A Group responsible for administrative work primarily concerned with analyzing, developing, evaluating, or promoting improvements in the policies, plans, methods, procedures, systems, or techniques of an equipment/maintenance program.

2 General Requirements

The contractor shall provide labor, supervision, equipment, tools, materials, parts, transportation of employees, permits and other necessary items to perform the various services as identified in this PWS. At time of award and throughout the duration of this contract, the contractor shall ensure that contractor personnel completely understand the requirements of this PWS.

2.1 Non-Personal Services

The government shall neither supervise contractor employees, nor control the method by which the contractor performs the required tasks. Under no circumstances shall the government assign tasks to, or prepare work schedules for individual contractor employees. It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the KO immediately.

2.2 Business Relations/Management

The contractor shall work to integrate and coordinate activities needed to execute the requirements of this PWS with the COR. The contractor shall manage the timeliness, completeness and problem identification of equipment issues.

The contractor shall provide corrective action plans, detailed diagnosis, monitor timely identification of issues, and the management of subcontractors, if required. The contractor shall seek to ensure customer satisfaction and present a professional and ethical business behavior.

2.3 Contract Administration and Management

The following subsections specify requirements for contract, management and personnel administration.

2.3.1 Contract Management

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The contractor must maintain continuity between the support operations at corresponding DeCA locations, the headquarter level and the contractor's corporate offices.

2.3.2 Contract Administration

The contractor shall establish processes and assign appropriate personnel resources to effectively administer the requirements of this contract. The contractor shall respond to government requests for contractual actions within the time constraints as dictated in section 3. The contractor shall assign a Point of Contact (POC) and alternate to support this contract. The contractor shall assign direct the work effort and maintain proper and accurate time keeping records of personnel assigned to work on this requirement.

2.3.3 Subcontract Management

The contractor shall be responsible and accountable for subcontractor performance on this requirement.

2.4 Contractor Personnel

The following subsections specify requirements for contractor personnel.

2.4.1 Personnel Training

The contractor shall accomplish the assigned work with qualified personnel with appropriate combinations of education, training, and experience.

2.4.2 Government Property

The contractor shall not permit contractor personnel to consume or use government-owned resale items or any government-owned equipment or supplies that are not specifically provided for contractor use under this contract.

2.4.3 Use of Alcoholic Beverages/Drugs

The contractor shall not permit contractor employees to work under the influence of alcoholic beverages, cannabis, illegal drugs, or controlled substances. Contractor personnel are prohibited from using alcoholic beverages, cannabis, illegal drugs or controlled substances while on-duty.

2.4.4 Removal of Employees for Cause

The government will request that the contractor immediately remove a contractor employee(s) for the following actions: deliberate destruction or mishandling of government, patron or vendor property; theft; use of alcoholic beverages, cannabis, illegal drugs or controlled substances; performance of work in other than a skillful manner;

displaying disruptive unacceptable behavior (e.g., abusive, demeaning, foul or threatening language, fighting, etc.)

and willful violations of safety standards by contractor personnel. Removal of any employees for such cause shall not constitute a valid basis for non-performance of contract services or a claim for additional compensation. The contractor shall provide written notification to the KO regarding this action.

2.4.5 Parking

The contractor’s employees shall park only in areas designated by the CO or COR.

2.4.6 Shopping Privileges

Contractor employees who are authorized to make purchases in commissaries shall show appropriate identification before purchasing commissary items and shall immediately remove the item(s) purchased from the commissary through the main exit door. Contractor employees with commissary privileges shall shop in the commissary only when they are off-duty. Contractor personnel with commissary privileges shall not purchase merchandise for consumption by other personnel or organizations not authorized to shop in the commissary.

2.4.7 Identification of Contractor Personnel

Contractor personnel shall be easily recognizable by wearing distinctive clothing bearing the name of the company or company identification. Contractor personnel shall wear required government furnished badge at all times during performance of this contract. Badge to be provided by the government facility in which they are working.

Contractor personnel shall sign in and out per store procedures and protocols.

2.4.8 Personal Protective Equipment (PPE)

Contractor personnel must use Personal Protective Equipment (PPE) as required IAW OSHA 29 Code of Federal

Regulations (CFR) 1910.132 to include changes thereafter.

2.5 Location and Hours of Performance

The following subsections specify requirements for location and hours of work.

2.5.1 Contractor Hours of Work

The hours of performance will be Monday through Friday, 8:00 a.m. to 5:00 p.m. local time at the store, excluding federal holidays. Refer to the Office of Personnel Management (OPM) website (www.opm.gov) for a listing of federal holidays.

http://www.opm.gov/

2.5.2 Call Center

Prior to start of contract performance, the contractor will provide a phone number or email to the stores listed on the contract. The contractor shall respond at this phone number and/or email address for service calls during hours of performance.

2.5.3 Closing for Inclement Weather or Emergency Conditions

In the event that inclement weather or other emergency conditions force store closure, the COR and contractor’s

POC will agree upon the method by which the contractor’s POC will receive notification about closures or delayed reporting times. The contractor shall provide service as long as the commissary remains open.

2.5.4 Location of Work

On site work is required; however, in the event that it is not feasible, authorization will be obtained from the COR, who will complete a DeCA Form 40-108 for equipment to be removed from the facility and installation. Contractor signature on the form will serve to hold the Contractor liable for any and all loss or damage to such equipment while in the Contractor’s possession. The Contractor will notify the COR when equipment will be off site for a duration exceeding seven calendar days.

2.5.5 Methods of Identifying/Preventing Deficiencies

The Contractor shall establish methods for identifying and preventing deficiencies in the quality of services performed before the level of performance becomes unacceptable. Should equipment be deemed unrepairable, the contractor must notify COR, and the COR will notify EMT.

3 Performance Requirements and Standards

The following section specifies the performance objectives and performance elements for the contract.

3.1 Standards for preventive maintenance of miscellaneous food processing equipment

3.1.1 Standard: COR shall coordinate with Contractor date/time of all PMs.

3.1.2 Standard: COR shall coordinate date/time of initial PM with the Contractor within 15 calendar days of award.

Contractor shall complete initial PM within 30 days of contract award. Repairs discovered during a PM shall be reported to the COR.

3.1.3 Standard: PMs shall be performed quarterly on equipment IAW section 1.2.4. Completed PM shall comply with federal, state and local laws, regulations, OSHA and DeCA standards. PMs shall include: labor, parts, expendables, fluids and trip charges to perform the requirements listed in the PM checklist.

3.1.4 Standard: Maintain cleanliness of area to include: disposal of hazardous materials IAW applicable local, state and federal regulations. Nonhazardous materials shall be disposed of only in designated on-site area(s).

3.1.5 Standard: Provide service ticket with a PM checklist to the COR at time of PM services being rendered.

Service ticket and PM Checklist shall be signed by contractor and the COR with a copy left at the location and the original to be maintained by the contractor. The signed documents shall be attached to the invoice in Procurement

Integrated Enterprise Environment (PIEE).

3.2 Standards for unscheduled maintenance repair or service of miscellaneous food processing equipment.

3.2.1 Standard: Respond to unscheduled service call and provide a signed repair quote to the COR within 16 working hours after receiving call from COR.

3.2.2 Standard: Contractor shall coordinate with COR date/time of all repairs to minimize interference of daily operations.

3.2.3 Standard: Perform approved repairs within 7 working days. If part requires OEM manufacturing, 7 days does not apply. Completed repairs shall comply with federal, state and local laws, regulations, OSHA and OEM standards. Contractor shall provide parts/warranty documents upon submission of service ticket. Cannibalizing

Equipment is not authorized.

3.2.4 Standard: Contractor shall provide a 30 day warranty on replacement part(s) installed on the equipment. The contractor shall repair the equipment at no additional cost to the government if same replacement part(s) fail within

30 days after maintenance has been performed.

3.2.5 Standard: Contractor shall provide a 30 day labor warranty on repairs conducted on equipment. No additional fee shall be applied for the same repair on the same piece of equipment within a 30 day period.

3.2.6 Standard: Maintain cleanliness of area to include disposal of hazardous materials IAW all applicable local, state and federal regulations. Nonhazardous materials shall be disposed of only in designated on-site area(s).

3.2.7 Standard: At the time of completion for each repair the service ticket shall be signed by both the COR and the contractor representative. A copy of the signed service ticket shall be given to the COR and the original shall be maintained by the contractor. The contractor shall attach the signed service ticket to invoice in PIEE.

3.2.8 Standard For circumstances where multiple work orders are placed COR will notify EMT. COR is responsible for obtaining HQ EMT approval. If equipment is unrepairable, COR must contact EMT for disposition instructions.

3.3 Service ticket, invoice and service history requirement.

3.3.1 Standard: Furnish completed service ticket for each PM and unscheduled repair provided at the time the service is rendered to the COR. Service ticket shall be signed by both the service technician and the COR upon completion of the service. A copy of the signed service ticket shall be left at the location and the contractor shall maintain the original copy. At a minimum, the ticket shall include:

• DeCA Location

• Service ticket number/job order number

• DeCA bar code

• Manufacturer, Model and Serial Number

• Item Description and list of parts used

• Detailed Diagnosis of work/service performed

• Date of service & time service started and ended

• Signed documents shall be attached to the invoice and loaded into PIEE

4 Required Documentation

The contractor shall provide the below required documentation as specified by the government:

PM Checklist (3.1.5)

Signed service ticket (3.1.5 and 3.2.7)

Warranty documents (Part(s)/Material(s)) (3.2.4 and 3.2.5)

PIEE Invoice (3.3.1)

5 Special Requirements

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

5.1 Safety

The contractor shall comply with applicable OSHA, DOD, DeCA and Installation safety regulations.

OSHA: https://www.osha.gov

DOD: https://www.esd.whs.mil/dd

DeCA: DeCA form 30-17 and 30-301 (www.commissaries.com)

5.2 Security of Property

The contractor shall be responsible for safeguarding property while in the contractor's possession. A government representative will designate entrances and exits for contractor personnel to use at the store. At the close of each http://www.osha.gov/ http://www.esd.whs.mil/dd http://www.commissaries.com/ work period, the contractor shall return government equipment and materials provided for contractor’s use to the proper designated location.

5.3 Accident Reporting

The contractor shall report accidents immediately to the COR or on-duty government manager. Accidents resulting in death, traumatic injury, occupational illness or damage to government property incidental to work performed under this contract shall be reported on DeCA Form 30-301 IAW DeCA Manual (DeCAM) 30-17.1, Chapter 6 and

Appendix E. A copy of the accident report shall be maintained by the contractor and the COR or on-duty government manager. Such notification shall be as soon as practicable, but in no case later than the next business day following the accident.

6 Government Furnished Materials

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

6.1 Utilities

The government will provide the utilities necessary to perform operations at the store required by this contract.

6.2 Telephone

The government will provide access to local telephone service (installation and surrounding community) at the store.

The local service is limited to use for official business only (government business and emergencies).

7 Environmental Requirements

The Contractor shall comply with all environmental requirements listed below as mandatory and referenced under paragraph 3.0 Performance Requirements. The Contractor shall comply with all applicable OSHA, DOD, DeCA and

Installation environmental regulations.

8 National Science Foundation Compliance

Lubricating oils shall be food grade and NSF compliant.