Attachment 1 PWS for Various Matl. Handling Equipment Preventative Maintenance.docx

DEPARTMENT OF HOMELAND SECUITY (DHS)

PERFORMANCE WORK STATEMENT

FOR

VARIOUS MATERIAL HANDLING EQUIPMENT

PREVENTATIVE MAINTENANCE

1.0 GENERAL

1.1 BACKGROUND

The United States Coast Guard (USCG) Surface Forces Logistics Center (SFLC) Inventory Control Point (ICP) warehouse located in Baltimore Maryland provides support for over $800M in inventory for the Coast Guard fleet servicing over 2000 assets. The material handling equipment referenced in the statement are an integral part of the warehouse ability to service the fleet. There are thirty-seven (37) forklifts, carts, and sweepers of varying ages, manufacture and model numbers that require consistent upkeep and maintenance (see equipment list for additional information). Without these pieces of equipment surface assets around the globe would not receive necessary parts to be fully mission capable.

1.2 SCOPE

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items for non-personal services necessary to perform maintenance services as defined in this Performance Work Statement.

1.3 OBJECTIVE

The Contractor shall be responsible for maintaining operational capability for all material handling equipment listed on the material handling equipment list at the USCG ICP in Baltimore Maryland. The objective of this responsibility is to ensure that no more than three (3) pieces of equipment being down for no more than 1 (one) week at any given time. The objective is supported by the tasks listed in this PWS, which have been designed to achieve and sustain operational capability.

1.4 GENERAL INFORMATION

1.4.1 Quality Assurance: The Government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.4.2 Quality control: The contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which they assure themselves that their work complies with the requirement of the contract.

2.0 SPECIFIC REQUIREMENTS/TASKS

2.1 TASK ONE: PREVENTATIVE MAINTENANCE (PM)

2.1.1. Perform quarterly PM services on all equipment listed on the material handling equipment list in accordance with the manufacturer specifications. This includes changing oil, filters, fluids, as well as adjusting and checking brakes, lights, and safety devices. Additionally, any other minor maintenance tasks specified by the manufacturer should be completed.

2.1.2. Perform annual PM services in accordance with manufacturer specifications. This includes but is not limited to repairing/replacing hydraulic hoses and leaks, inspecting, repairing/replacing tires, brakes, bearings, filters, hoses, fluids, safety lights and equipment. These tasks are considered major or mandatory maintenance replacements and should be conducted as required by the manufacturer.

2.2 TASK TWO: PM CHECKLISTS

2.2.1. Contractor shall document and record details of each preventative maintenance inspection.

2.2.2. COR approval signature is required at the time of inspection on all PM checklists.

2.3 TASK THREE: UNSCHEDULED REPAIRS

2.3.1. Contractor shall perform minor repairs not previously identified during inspections in timely manner. They shall provide troubleshooting advice and, if necessary, schedule a visit to perform the required minor repairs. For the purpose of this contract, minor repairs are defined as any request for service that is estimated to cost less than $2,000.00. the Contractor shall promptly respond to requests for repairs within 48 hours.

2.3.2. The Contractor shall provide a quote for all repairs, parts, and materials that exceed $2,000.00 and are beyond the scope of preventative maintenance. The quote will subsequently be used to negotiate the need for proposed repairs. These repairs shall not be performed, nor assumed, as a part of this PWS until COR and Contracting Officer have approved the fixed price. It is important to note that any delay or impact to the schedule resulting from these repairs will not reflect negatively on the objective of achieving operational capability.

2.4 TASK FOUR: WATERING OF BATTERIES

2.4.1. Contractor shall perform monthly battery watering service on all equipment. Contractor shall conduct an evaluation of all water levels in batteries. Identify low water level batteries will be filled immediately upon completion of every evaluation.

3.0 CONTRACTOR PERSONNEL

Contractor personnel assigned to the maintenance and repair tasks shall possess the necessary qualifications and expertise in accordance with the level of maintenance and repair required for the stated equipment.

3.1 EMPLOYEE ACCESS

Contractor employees shall contact COR via email or telephone 24 hours prior to arrival on base. If prior notice is not possible, contractor employees must coordinate same day arrivals with COR for escort on base. All contractor vehicles must have proof of state registration and current proof of insurance.

3.2 EMPLOYEE IDENTIFICATION

Contractor employees visiting Government facilities shall wear clothing or other items (ex. badge) that, at minimum, displays the Contractor name and employee’s photo. Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view, above the waist at all times.

3.3 EMPLOYEE CONDUCT

Contractor employees shall comply with all applicable Government regulations, policies, and procedures (ex. fire, safety, sanitation, environmental protection, security, off limit areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the USCG or DHS. The COR shall ensure Contractor employees understand and abide by DHS Security established rules, regulations, and policies concerning safety and security.

3.4 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government Facility Commander may remove any Contractor employee from USCG facilities and bar that employee’s re-entry for misconduct or security reasons. The Contracting Officer may recommend that the Contractor remove any Contractor Employee for performance reasons, when a Contractor Employee is not performing to the requirements of this contract. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee for performance reasons.

4.0 SECURITY

Contractor access to classified information is not required under this PWS.

4.1 PERIOD OF PERFORMANCE

The period of performance for this contract is a one-year base period with four one-year option periods as follows:

4.2 PLACE OF PERFORMANCE

The primary place of performance will be the SFLC ICP, located on the USCG Yard Base at the following address: 2401 Hawkins Point Road, BLDG 88A (ICP), Baltimore, MD 21226.

4.3 HOURS OF OPERATIONS

The Contractor Employees shall generally perform all work between the hours of 0700 and 1600 EST, Monday through Friday (except Federal Holidays). However, there may be occasions when contractor employees may need to work other than normal business hours to repair equipment in a timely manner. The COR shall approve any deviation from the hours listed in this PWS.

4.4 POST AWARD CONFERENCE

The Contractor shall attend a Post Award Conference with the Contracting Officer and COR no later than ten (10) business days after the date of award. The purpose of the Post Award Conference, chaired by the Contracting Officer, is to discuss the technical and contractual objectives of the award. The Post Award Conference will be held at the Government’s facility, located at 2401 Hawkins Point Road, Baltimore, MD 21226, or via teleconference.

4.5 PROGRESS REPORTS

The contractor shall submit a monthly progress report to the Contracting Officer and COR via electronic mail. This report is due on the last day of each month and shall include a summary of all contractor work performed, any outstanding repairs, and contractor concerns or recommendations for the previous reporting period.

5.0 GOVERNMENT TERMS AND DEFINITIONS

COR: Contracting Officer’s Representative DHS: Department of Homeland Security USCG: United States Coast Guard SFLC: Surface forces Logistics Center ICP: Inventory Control Point

6.0 GOVERNMENT FURNISHED RESOURCES

The Government will provide workspace, water, storage space and electricity necessary to perform any on-site portion of services required under this contract.

7.0 CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all materials, equipment, and services necessary to fulfill the requirements of this contract.

8.0 GOVERNMENT ACCEPTANCE PERIOD

The COR will review deliverables prior to acceptance and provide the contractor with an email that includes documented reasons for non-acceptance, If acceptable. If the deliverable is deemed acceptable, the COR will send an email to the Contractor notifying that the deliverable has been accepted.

8.1. The COR will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the COR of the specific reason(s) for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

8.2. the COR will have two (2) business days to review deliverables and make comments. The Contractor shall have two (2) business days to make corrections and redeliver.

8.3. All other review times and schedules for deliverables shall be agreed upon by the parties based on the final approved Project Plan. The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

9.0 DELIVERABLES

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the COR prior to proceeding to the next deliverable ort event in this PWS.