Attachment 1 Performance Work Statement (PWS).pdf

SOURCE SELECTION INFORMATION FAR 2.101 & 3.104

PERFORMANCE WORK STATEMENT

Defense Finance and Accounting Service (DFAS)

Material Handling Vehicle Maintenance PR: HQ0483620940 Solicitation: HQ042326QE024

1.0 Purpose: This is a non-personal service requirement for the maintenance and repair of the material handling vehicles at Defense Finance and Accounting Service- Indianapolis (DFAS-IN), 8899 East 56th Street, Indianapolis, IN 46249 and applicable off-site warehouse(s). The Contractor shall provide all skilled personnel, equipment, parts, materials, transportation, tools, supervision, and all other supplies and non-personal services necessary to maintain and repair approximately 16 vehicles, including electric pallet jacks, electric forklifts, and electric EZ-GO carts.

2.0 Scope: This material handling vehicle maintenance requirement includes scheduled (quarterly) preventative maintenance and unscheduled maintenance and/or repair. The Contractor shall provide inspection, maintenance, repair, replacement of parts, testing and all other services and supplies required to perform this requirement. All work shall be accomplished in accordance with manufacture guidelines, including service and parts manuals. All work must be performed in such a manner as not to inconvenience building occupants. The Contractor shall determine the normal working conditions and activities in progress and shall conduct the work in the least disruptive manner.

2.1 Period of Performance: The period of performance shall be for one a one- year base period and four one-year option periods.

2.2 Place of Performance: Defense Finance and Accounting Service-Indianapolis, 8899 East 56th Street, Indianapolis, IN 46249 as well as our Post Rd. Warehouse at 3250 North Post Road, Building 3, Suite 315, Indianapolis, IN 46226

2.3 Normal Hours of Operation: Normal hours of operation are Monday thru Friday 0700-1700 hours, with the exception of Federal holidays (including temporary holidays designated by the federal government). The Contractor shall receive written Government approval to work outside normal hours of operation. A list of federal holidays can be found at http://www.opm.gov/.

2.4 Type of Contract: This is a Firm Fixed Price (FFP) requirement.

3.0 General Requirements:

3.1 Vehicle List: Below is the list of current vehicles. The list is subject to change. The Contractor will be notified via written communication when a change is made. DFAS reserves the right to increase or decrease the number of units. DFAS anticipates replacing one forklift per year over the next 5 years. DFAS anticipate replacing up to three electric carts over the next two years.

http://www.opm.gov/

Off-Site Warehouse Location: 3250 North Post Road, Building 3, Suite 315, Indianapolis, IN 46226 Vehicle: Serial Number: Model Number:

Toyota Forklift 69481 7FBCU15 Yale A814V01753T ERCO30AFN365E084 Pallet Jack WF4536192001 WF45C Pallet Jack WF4536192002 WF45C

Bean Center Warehouse: 8899 East 56th Street, Indianapolis, IN 46249 Vehicle: Serial Number: Model Number:

Raymond Forklift 446-25-21833 4460-C30STF Toyota Forklift 62760 7FBCU15 Toyota Forklift 10341 8FBES15U EZ-GO Cart 209-861 B0-210-36 EZ-GO Cart 209-862 B0-210-36 EZ-GO Cart 2827845 Unknown Electric Pallet Jack 101-99-10007 M90004S24CHPA Electric Pallet Jack 101-99-10007 M90004S24CHPB Vestil Pallet Jack Unknown Unknown

Mailroom: 8899 East 56th Street, Indianapolis, IN 46249 Vehicle: Serial Number: Model Number:

EZ-GO Cart 209-860 B0-210-36 EZ-GO Cart 1685665 B0-210-36 EZ-GO Cart 209-863 B0-210-36

3.2 Scheduled Preventative Maintenance: The Contractor shall provide scheduled preventative maintenance on a quarterly basis. The Contractor shall be responsible for acquiring service and parts manuals for each vehicle. The Contractor shall provide inspection, maintenance, repair, replacement of parts, testing and all other services and supplies for scheduled preventative maintenance in accordance with manufacture guidelines. This includes but is not limited to the inspection/change of all fluids/filters, inspection of vehicle conditions for wear and damage, lubrication of mechanical mechanisms, and inspection of proper operation of mechanical mechanisms. The Contractor shall provide a preventative maintenance checklist for each vehicle type to the COR for approval within 30 days of contract award.

3.3 Unscheduled Maintenance and/or Repair: If during scheduled preventative maintenance, the Contractor discovers work that is required outside of preventative maintenance, the Contractor shall submit a work order for any additional maintenance or repair. The work order shall include a price quotation. The agency is responsible for determining the price quotation fair and reasonable using federal guidelines. The Contractor shall not proceed with any work until written approval is received from the agency.

For Government requested unscheduled maintenance or repair, the Contractor shall arrive on-site to diagnose the issue within two businesses days of the notification. The Contractor shall provide the Government with a written price quotation within one business day of the site visit, or other timeline mutually agreed to by the Contractor and the agency. The agency is responsible for determining the price quotation fair and reasonable using federal guidelines. The Contractor shall not proceed with any work until written approval is received from the agency.

Regardless of assignment duration, the Contractor shall be paid a minimum of 2 hours.

Assignments lasting more than two hours shall be invoiced in quarter (0.25) hour increments for the actual duration of the assignment.

The Government estimates 30 hours per year but does not guarantee these hours. The number of hours may increase or decrease based on mission requirements. The Government is only responsible to pay for services provided. Unused quantities shall be considered cancelled and will be deobligated at no additional cost to the Government.

All approved unscheduled maintenance or repairs shall be completed within five businesses days of receiving written approval; provided all necessary parts are available.

The Contractor shall notify the COR of any parts-related delays.

The Government reserves the right to a second opinion for unscheduled maintenance or repair.

3.4 Offsite Repair: If a piece of equipment cannot be repaired on location, the Contractor shall submit a work order for the repair, including transportation of the equipment. The work order shall include a price quotation. The agency is responsible for determining the price quotation fair and reasonable using federal guidelines. The Contractor shall not proceed with any work until written approval is received from the agency.

The Contractor is fully responsible for the security and condition of any government equipment transported off-site for repair, from the time of removal to the time of return.

The Government reserves the right to a second opinion for offsite repair.

3.5 Testing: The Contractor shall perform testing of all maintained and repaired vehicles to ensure proper operation.

3.6 Maintenance History: The Contractor shall maintain records of all maintenance and repairs performed for each vehicle. The records shall include the date of service, a detailed description of the service including parts and materials used for the service, the outcome of the service with a notation of any encountered problems, any suggested repairs, and the testing results. The Contractor shall provide the records to the agency upon request. The Contractor shall provide the full history of all records for all vehicles at the end of each period of performance.

3.6.1 Service Report: Upon completion of any work, the Contractor shall present a written summary of the work performed to the agency representative prior to departure from the site. The report shall include the date of service, a detailed description of the service including parts and materials used for the service, the outcome of the service with a notation of any encountered problems, any suggested repairs, and the testing results.

3.7 Warranty: All service, parts, and labor, shall be warranted by the Contractor for a minimum of 30 days. The Contractor shall re-perform negligent work, rectify, or remedy any defects at no cost to the Government. This provision in no way alters the manufacturers’ warranty. All parts shall contain at least the same warranty terms, including any extended warranty and maintenance support offered to the general public in customary commercial practice.

4.0 Key Personnel: Contractor personnel shall at all times clearly identify themselves as contractors while performing under this requirement. Contractor personnel shall wear a badge, prominently displayed that clearly identifies their individual name and the company name. Contractor personnel may choose to wear a uniform that meets the identification requirements. While conducting business in any meeting, telephone communication, written communication, or any other correspondence. Contractor personnel shall clearly identify themselves as a Contractor representative and in no way may represent the Government in any manner.

4.1 Maintenance and/or Repair Technicians: The Contractor shall provide technicians that posses one of the following: Craftsman Motor Vehicle Certification, National Institute for Automotive Service Excellence, certification from a powered industrial truck manufacture, or other equivalent industry certification. The Contractor shall provide technicians that have the specialized training required to meet Occupational Safety and Health Administration (OSHA) standards for repairs, diagnostics, and safety of material handling vehicles. The Contractor shall provide technicians with, at minimum, one-year of experience with maintenance and repair of material handling vehicles. The Government reserves the right to request proof of certification and experience.

4.2 Primary Point-of-Contact (POC): The Contractor shall provide a primary POC or Program Manager (PM) to coordinate with DFAS. The primary POC shall have full authority to act for the Contractor on all matters related to this requirement. The Contractor shall provide the primary POC’s name and contact information to the COR within two business days of award.

5.0 Safety: The Contractor shall provide, wherever necessary or required, safety devices necessary to protect life and property. The Contractor shall take all precautions necessary to protect life and property.

5.1 The Contractor shall comply with the Standard Industry of Indiana State Codes.

5.2 The Contractor shall comply with all OSHA requirements.

5.3 The Contractor shall comply with all DFAS safety requirements.

5.3.1 The DFAS Safety Manager is responsible for ensuring the Contractor is aware of agency safety requirements.

6.0 Disposal of Materials and Cleanup: The Contractor shall clean up after each work period and dispose of all debris prior to departing the site. The Contractor shall verify all site conditions, quantities, measurements, and project requirements with the COR. The Contractor shall protect and barricade all work areas at all times to protect workers and the public from injury. The Contractor shall protect all structures, utilities, vegetation, sidewalks and vehicles from damage at all times. The Contractor shall replace all damaged materials with new materials to the satisfaction of the Government, at no additional cost to the Government.

7.0 Utilities: The Government shall provide reasonable amounts of water and electricity to support the contract. Hook up will be to existing outlets and will be the Contractor’s responsibility.

8.0 Contracting Officer’s Representative (COR): The COR will function as the onsite technical point of the contract for the Government. He/she will initiate repair and replacement request and monitor performance of goods and services. The COR’s authority is limited to technical issues, and he/she is not authorized to make contractual decisions. The authority to resolve monetary issues, and contractual interpretation is the responsibility of the Contracting Officer (CO). Upon contract award, a letter of designation will be issued to the COR and shared with the Contractor.

The COR listed below is subject to change. The Contractor will be notified via written communication when a change is made:

Phillip Hirman 8899 E 56th Street, Indianapolis, IN 46249 Phillip.m.hirman.civ@mail.mil

9.0 Inspection/Acceptance: Invoices shall be submitted no later than 10 calendar days following the performance of work. Invoices shall contain a report of the work performed, including number of vehicles and the type of service provided. The COR is designated as the point of final inspection and acceptance by the Government of all items and services. Upon final acceptance/inspection, invoices shall be submitted IAW with the Wide Area Workflow (WAWF) clause DFARS 252.232-7003. Payment will be made in accordance with the Prompt Payment Act.

10.0 Performance Requirements Summary (PRS): This summary identifies critical success factors. It identifies both the performance outcomes for those factors and the acceptable quality level required for each performance objective. The Government reserves the right to survey all services called for in the PWS to determine whether the performance objectives and goals were met. The absence of any requirement from the PRS table shall not detract from its enforceability nor limit the rights or remedies of the Government.

The PRS will be used by the Government as the baseline to develop a QASP and will identify the surveillance methods the Government will use to evaluate the Contractor’s performance. The COR will use the surveillance methods outlined in the PRS to closely monitor the services along with any other pertinent deliverables to ensure timely delivery and quality. Payment is authorized only upon successful completion of the terms and conditions.

Performance Requirements Summary

PWS Task Objective Performance Outcome Acceptable Quality Level Method of Surveillance

3.2 Scheduled

Preventative Maintenance

The Contractor shall provide scheduled preventative maintenance on a quarterly basis.

All scheduled services are performed in the correct quarter, per the approved maintenance checklist, with no more than one major or two minor deficiencies noted per period of performance.

100% Inspection

3.2 Preventative

Maintenance Checklists

The Contractor shall provide a preventative maintenance checklists for each vehicle type to the COR for approval.

The checklists shall be provided within 30 days of contract award.

100% compliance.

100% Inspection

3.3 Timely

Response to Unscheduled Service

The Contractor shall diagnose issues promptly.

The Contractor shall arrive on-site within two business days of notification with no more than one deficiency.

100% Inspection

3.3 Timely

Completion of Repairs

The Contractor shall complete approved repairs without delay.

All approved repairs shall be completed within five business days of approval (excluding part-related delays), with no more than one deficiency.

100% Inspection

3.3 Written

Approval for Unscheduled Service

The Contractor shall not proceed with any work until written approval is received from the agency.

The Contractor shall not proceed with any work until written approval is received from the agency. 100% compliance.

100% Inspection

3.6 Maintenance

History

The Contractor shall maintain records of all maintenance and repairs performed for each vehicle.

The records shall include the date of service, a detailed description of the service including parts and materials used for the service, the outcome of the service with a notation of any encountered problems, any suggested repairs, and the testing results. The Contractor shall provide the records to the agency upon request. The Contractor shall provide the full history of all records for all vehicles at the end of each period of performance.

100% compliance.

100% Inspection at the end of each Period of Performance.

3.6.1 Service Report Upon completion of any work, the Contractor shall present a written summary of the work performed to the agency representative prior to departure

The documentation shall include the date of service, a detailed description of the service including parts and materials used for the service, the outcome of the

100% Inspection

11.0 Security:

Contractor personnel must meet the following conditions of employment.

• Possess a REAL ID

• 18 years or older.

• U.S Citizen or National (Verification documents required if foreign born).

• Social Security Number.

• Selective Service Registration (males born after 12-31-1959). A Status

Information Letter is required for any male born after 12-31-1959 that is not registered with Selective Service.

• Reside in the United States.

Performance Requirements Summary

PWS Task Objective Performance Outcome Acceptable Quality Level Method of Surveillance from the site. service with a notation of any encountered problems, any suggested repairs, and the testing results. 100% compliance

4.1 Maintenance

and/or Repair Technicians

The Contractor shall provide qualified technicians.

Technicians shall posses industry standard certification and shall have the specialized training required to meet Occupational Safety and Health Administration (OSHA) standards for repairs, diagnostics, and safety of material handling vehicles. Technicians shall have, at minimum, one-year of experience with maintenance and repair of material handling vehicles. 100% compliance.

Random Monitoring

4.2 Primary Point-

of-Contact

The Contractor shall provide a primary POC or Program Manager (PM) to coordinate with DFAS. The primary POC shall have full authority to act for the Contractor on all matters related to this requirement.

The Contractor shall provide the primary POC’s name and contact information to the COR within two business days of award.

100% compliance.

100% Inspection

9.0 Invoice

Submissions

Invoices shall contain a report of the work performed, including number of vehicles and the type of service provided.

Invoices shall be submitted no later than ten calendar days following the performance of work. Invoices shall be submitted timely 95% of the time.

100% Inspection

The following items must be submitted to the DFAS Personnel Security Office for contractor personnel who are escorted:

1. DFAS Form 9035, Contractor Request for Investigation (CRI).

2. OF306, Declaration for Federal Employment.

3. A request from the Contracting Officer Representative (COR), in writing, for

“Escorted Access Only”.

4. A set of fingerprints, unless any of the following apply.

a. The person has been fingerprinted for the Defense Counterintelligence and Security Agency (DCSA) within the past 30 days.

b. The person is currently undergoing a background investigation, or reinvestigation, by DCSA or any other Federal agency.

c. The person has a background investigation currently being adjudicated by the DCSA Adjudication and Vetting Services (DCSA AVS) or another

AVS.

d. The person has been favorably adjudicated within the past 30 days by the DCSA AVS or a AVS from any other Federal agency: or

e. The person comes directly from another DoD agency, with no break in service. This includes any of the military branches as well as the U.S.

Coast Guard; however, service members in an inactive reserve status are not included.

f. The DFAS Personnel Security Office otherwise determines that no new fingerprints are required.

Once the results of the fingerprints are received, and the results are negative for a criminal record, the DFAS Personnel Security Office will issue a notice to the COR indicating the contractor employee is clear to proceed. No further action will be needed at this point.

In cases where a fingerprint record check indicates contractor personnel have been involved in any criminal activity within the previous seven (7) years, DFAS Personnel Security will conduct a review of the record to determine if the activity is disqualifying i.e. presents a security risk to U.S. Government/DFAS personnel or assets. If it is determined that the record is not disqualifying, the DFAS Personnel Security Office will issue a notice to the COR indicating the contractor employee is clear to proceed.

Contractor personnel with current pending criminal charges or criminal cases that have not yet been adjudicated and concluded by the court having jurisdiction, are not eligible to work on the contract.

DFAS personnel will escort and remain with the contractors 100% of the time the contractors are onsite (within a DFAS facility). Contractors will not have or need direct system access.

The DFAS Manager of the area to which the contractors are assigned, after consulting with the COR, and the Site Force Protection Office, will determine escort requirements for contractors working outside of a DFAS facility.