Attachment 1-PWS Jacksonville Scale Maint.docx

PERFORMANCE WORK STATEMENT

FOR

DEFENSE LOGISTICS AGENCY DISPOSITION SERVICES

JACKSONVILLE

SCALE MAINTENANCE

TABLE OF CONTENTS

1. INTRODUCTION

2. PERIOD OF PERFORMANCE

3. EQUIPMENT REQUIRING SERVICE

4. SCOPE

5. HOURS OF OPERATION AND HOLIDAYS

6. SCHEDULE

7. CALIBRATION/PREVENTIVE MAINTENANCE (PM)

8. UNSCHEDULED SERVICE

9. PARTS AND MATERIALS

10. MOBILIZATION

11. SERVICE REQUEST DOCUMENTATION

12. ACCEPTABLE PERFORMANCE LEVELS (APLs)

13. SPILL RESPONSIBILITY

14. CONTRACT MINIMUM/MAXIMUM

PERFORMANCE WORK STATEMENT

1. INTRODUCTION:

a. The Defense Logistics Agency (DLA) Disposition Services (DS) is a Major Subordinate Command (MSC) of the Defense Logistics Agency (DLA) with the primary responsibility of disposing of and reutilizing Department of War (DoW) excess and surplus property generated by the military services. This is accomplished through reutilization to other DoW activities, transfer to other Federal agencies, donation to authorized state and local organizations, sale to the public, or ultimate disposal through abandonment or destruction. The headquarters for DLA DS is in Battle Creek, Michigan.

b. Contractor personnel and subcontractors shall comply with applicable Federal, local and host installation laws, safety regulations and procedures. Personal Protective Equipment (PPE) shall be provided by the Contractor and must be appropriate for the task. Contractor/subcontractors personnel and equipment are subject to safety inspections by United States Government (USG) personnel.

c. DLA DS Jacksonville requires the use of a Truck Scale to complete daily operations at the field site. The Contractor shall perform timely and effective calibration/ Preventive Maintenance (PM), and repair service calls.

d. Any reference to Contractor throughout this Performance Work Statement (PWS) refers to the Contractor and to all subcontractor personnel/equipment/supplies that may be hired/provided by the Contractor. The Contractor is solely responsible for all associated work to be performed In Accordance With (IAW) this PWS.

2. PERIOD OF PERFORMANCE:

a. This is a Firm-Fixed Price (FFP) Indefinite Delivery Indefinite Quantity (IDIQ) time and materials contract which consists of one (1) 12-month base period and two (2) 12-month option periods. The total contract length shall not exceed three (3) years.

b. Within ten (10) business days of contract award, the Contractor shall provide the Contracting Officer (KO) or his designated representative with a Point of Contact (POC) and shall arrange, to allow the maintenance representative(s) to receive service calls. The Contractor or Contractor’s representative shall check in with the KO or designated site POC prior to performing any service and check out after completing all services under this contract.

3. EQUIPMENT REQUIRING SERVICE:

1. Truck scale One (1) Fairbanks, IND-R2500-FL

2. Indicator One (1) Avery Weight-Tronix Model number ZM305-GTN

3. Printer One (1) Epson TM-U220D Model number M 188D

4. Scoreboards One (1) Rice Lake/Laser Light 4

4. SCOPE:

a. The work consists of furnishing all labor, equipment, insurance, travel, tools, supplies, repair parts, etc. to perform timely and effective PM and calibration annually, and/ or remedial service calls and repair service, including technical inspections and load tests as needed for the same.

b. Workspace will be provided for the Contractor to complete on-site PM services and necessary repairs within the DLA DS Jacksonville complex. Existing utilities will be furnished without charge to the Contractor.

c. All calibrations, PM, and repair services will be in accordance with the Original Equipment Manufacturer (OEM) manual. The Contractor shall make available to the KO or site POC the status of any or all repair work in progress upon request. The Contractor shall be paid for the actual services provided; however, all repairs shall require estimates to be provided to the KO or site POC for determination of whether the repair is minor, major, or uneconomical and to ensure funding is available.

d. The Contractor shall maintain complete and accurate files of documentation and records under the terms of this contract. Files shall be provided within one (1) business day to the KO upon request.

e. DLA may replace any of the scales and those costs are outside the scope of this contract, however, the associated PM and repair maintenance, unless under manufacture warranty would be considered in scope of this agreement.

f. The Contractor shall be responsible for LOCK OUT/ TAG OUT of all equipment and electrical systems prior to initiating work. The Contractor shall be responsible for clearing all tags/ locks prior to returning equipment back to operational control of DLA employees.

5. HOURS OF OPERATION AND HOLIDAYS:

a. Hours of operations for DLA DS Jacksonville are 0700-1530 Eastern Standard Time Monday through Friday.

b. The Contractor is not required to provide services on the United States (US) 11 Federal Holidays listed below unless approved by the KO or site POC. The following Federal Holidays are observed:

c. When the legal holiday falls on a Sunday, the following Monday will be observed as the legal holiday. When the legal holiday falls on a Saturday, the preceding Friday is observed as the legal holiday.

6. SCHEDULE:

a. The Contractor shall complete the requested service within 15 business days from date of assigned Task Order (TO). The Contractor shall contact the site POC to coordinate the exact date of Maintenance Services at least four (4) business days prior to commencement of work.

b. The Contractor shall be responsible for obtaining installation access, if required, for vehicles and personnel needed at the work site. Contractor personnel shall observe all personnel security directives in place at the location installation and DLA DS Jacksonville.

c. The Contractor shall comply with all applicable Federal, State and installation Fire, Safety, Security, and Environmental Protection Regulations.

d. The Contractor shall sign-in at the beginning of each workday and sign-out at the end of each workday with the site POC.

e. If the maintenance schedule conflicts with mission requirements, the maintenance activity may be adjusted at the discretion of the site POC.

f. Upon completion of services each day, clean up the workspace and remove all replaced parts and trash. The Contractor will remove materials used in the process and leave the workplace free of trash, old parts, debris and removed fluids. However, any hazardous materials will be left behind in approved shippable containers, notifying the site Environmental POC and approved by the KO for disposal.

g. Monitoring of scheduled PM and Unscheduled Service Calls and repair parts will be accomplished by the site POC on a 100% inspection basis immediately after completion. When the site POC determines the equipment does not operate properly, the Contractor will be notified. This shall be considered a call back and the service and trip charges shall be at the Contractor’s expense, unless it is determined that the call back is due to a problem other than the initial service call. Response time for callback service shall be a maximum of one (1) business day from the time the site POC contacts and notifies the Contractor of the problem.

7. CALIBRATION/PREVENTIVE MAINTENANCE (PM):

a. Truck Scale Calibration and PM shall be ordered under CLIN 0001 for base period, 1001 for the first option period, and 2001 for the second option period.

b. PM is the routine checking of hardware and software that is performed by a field engineer, mechanic, technician, or electrician on a specific scheduled basis and in accordance with the OEM manual.

c. PM services include but are not limited to visual and operational inspections, cleaning, calibration, and any other adjustments and replacements that are necessary to provide fully operational scales.

8. UNSCHEDULED SERVICE:

a. Unscheduled Service orders shall be billed under CLINs 0002 for the base period, 1002 for the first option period, and 2002 for the second option period.

b. Assess, inspect, test and troubleshoot all service requests within five (5) business days of notification from the COR to determine the root cause of the deficiency.

c. Provide an estimate for the repair, in writing, on Contractor letterhead or similar documents, to the COR within two (2) business days of the assessment IAW paragraph 3. a. The written estimate must contain the following information, at a minimum:

i. Description of the deficiency

ii. Parts necessary to correct the deficiency including the manufacturer and part number

iii. Indicate on the estimate whether the replacement part comes with a manufacturer warranty and the length of manufacturer warranty

iv. Cost of parts

v. Quantity of parts necessary

vi. Quantity of labor hours to repair the deficiency

vii. Cost of Shipping for parts, if applicable

viii. Cost of labor per hour

ix. Total estimated cost of repair

x. Estimated lead time for parts

xi. Expected date repairs will be complete

xii. Expected date of part delivery

d. Wait for approval by the KO pending determination of available funding and if the repair is economical.

e. Make all price estimates valid for a period of 30 calendar days to ensure adequate time for determination and approval by the COR. Should the 30 calendar days be exceeded, the Contractor shall be required to submit a new estimate. In the event required replacement parts are expected to have long delays when ordering, the Contractor shall coordinate with the COR to obtain parts via other local sources to prevent delays and minimize delays.

f. Upon approval of the service estimates, the Contractor shall have five (5) business days to complete the necessary repairs to return the equipment to full operational status. The five (5) business days will begin upon receipt of all the parts necessary to complete the CM. In the event the required repair will require longer than the five (5) business days, the Contractor shall notify the COR and KO in writing for approval. The notification shall include the justification for the additional time and an estimated date of completion.

g. Provide a weekly status update by email on official company letterhead to the COR. This update shall include details of pending or open repair actions, parts on order, estimated delivery dates, estimated completion dates, associated costs, and labor hours required for the repairs.

h. The Contractor shall coordinate with the Manufacturer’s Representative on repairs of equipment and components under warranty at no additional charge to the USG. The Contractor shall complete repairs within two (2) business days from date on approved TO, unless additional time is approved by the KO.

i. Unscheduled Services are considered deficiencies or required repairs, not part of PM procedures.

j. All Unscheduled Services will be issued by TO.

9. PARTS AND MATERIALS:

a. Parts and Materials shall be ordered using CLIN 0003 for the base period, 1003 first option period, and 2003 for second option period.

b. The Contractor shall furnish replacement parts. Parts and Materials used by the Contractor in the performance of this contract shall be new and conform to the OEM specifications unless approved by the KO.

c. Rebuilt assemblies shall only be used with prior approval of the KO when it is a standard industry practice, and the rebuilt assembly or subassembly carries the same manufacturers or re-manufacturer’s warranty as a new assembly or subassembly. Any part removed shall be USG property and shall be returned upon request of the KO unless the replacement part is predicated upon an exchange basis with the part being replaced.

d. Replacement parts and materials will be examined when requested by the KO or site POC prior to installation. The KO or site POC will approve all parts and materials that are substituted for replacement parts by the Contractor prior to installation.

e. DLA will reimburse the contractor for all other parts and materials furnished or used while performing Unscheduled Service Calls unless the part or repair is due to the Contractor’s negligence.

f. New equipment received by the USG under manufacturer’s warranty shall not be repaired without prior approval of the KO or site POC. The KO or site POC may request the Contractor to inspect the equipment to determine if the provisions of the manufacturer’s warranty are applicable.

g. The Contractor shall not mark up prices on parts or materials the Contractor uses. Upon request by the Agency, the Contractor shall provide their Supplier’s invoices for parts and materials being furnished to the Agency via the Contractor’s invoice in order for the Agency to ensure parts and materials are not being marked up.

h. The Contractor shall coordinate with the Manufacturer on behalf of DLA for repairs that are covered under the manufacturer’s warranty. Repairs shall only be completed, at no cost to DLA, if approved by the manufacturer and KO. Payment for the Contractor inspection will be determined in accordance with the schedule or prices.

10. MOBILIZATION:

a. Mobilization shall be ordered CLIN 0004 for the base period, 1004 first option period, and 2004 for second option period.

b. Mobilization is for the round trip to and from DLA DS Jacksonville site.

c. One mobilization fee per service call will be allowed.

11. SERVICE REQUEST DOCUMENTATION:

The Contractor shall furnish to the COR upon completion of each service call or service request. The service request shall include, as a minimum:

1. Date/time of service request.

2. Name of USG personnel requesting service identify if a PM or Unscheduled Service Request.

3. Date/time of response (sign-in).

4. Date/time of service completed.

5. Equipment, model number, serial number of malfunctioning equipment.

6. Description of equipment malfunction repair effected.

7. Replacement part nomenclature, model number and serial number.

8. The cost of each part replaced.

9. The number of hours incurred when remedial maintenance services are provided.

10. Name of the technical representative performing the PM or remedial services.

12. ACCEPTABLE PERFORMANCE LEVELS (APLs):

a. Acceptable Performance Levels (APLs) are the minimum performance levels of specific requirements which the Contractor achieve or risk having the USG consider performance unsatisfactory, which may result in monetary or other consideration from the Contractor.

b. While the specification of an APL does not allow the Contractor to knowingly provide defective service it recognizes that it may occur unintentionally. If performance does not fall below the specified acceptable level, the USG will not deduct for poor performance.

c. If performance falls below the specified performance level, consideration may be taken at the USG’s discretion. Decisions will consider the impact on the USG because of the failure to meet the performance requirement and the number of times the failure occurred throughout the contract period.

d. Performance incentives for the Contractor will include, but are not necessarily limited to, favorable impact on option exercise decisions, future awards of the same requirement, and future awards of similar requirements by DLA DS as well as other USG and non-USG entities that may review performance of this contract.

OF SURVEILLANCE

KO/POC

8. b

Must be OEM Paragraph No more than three (3) instances of Contractor not receiving pre-approval.

No more than three (3) instances of Contractor not using OEM parts.

KO/POC

Clear lock out/Tag out before returning equipment over to DLA Paragraph

4. f No more than two (2) instances of Contractor not locking out/Tagging out equipment.

No more than two (2) instances of Contractor not clearing Lock out/Tag out.

KO/POC

13. SPILL RESPONSIBILITY:

The Contractor is solely responsible for all spills or leaks during the performance of this contract, which occurs because of, or is contributed to by the actions of its agents, employees, or subcontractors. The Contractor shall clean up such spills or leaks to the satisfaction of the USG in a manner that complies with applicable Federal, state, and local laws and regulations. The clean-up shall be at no cost to the USG. The Contractor shall report all such spills or leaks, regardless of their quantity, to the KO and site POC immediately upon discovery. A written follow-up report shall be submitted to the KO and site POC not later than 24 hours after the initial telephonic report. The written report, shall be in narrative form, and as a minimum shall include the following:

1. Description of items spilled (including identity, quantity, etc.).

2. Whether amount spilled is EPA/state reportable, and if so, whether it was reported. Exact time and location of spill including a description of the area involved.

3. Containment procedures initiated.

4. Summary of any communications Contractor has with press or USG officials other than the KO.

5. Description of clean-up procedures employed or to be employed at the site including disposal location of spill residue.

6. Description of items spilled (including identity, quantity, etc.).

14. CONTRACT MINIMUM/MAXIMUM:

This is a Firm-Fixed Price, Indefinite Delivery Indefinite Quantity. The contract minimum shall be $2,000.00. The maximum shall be 150% of the estimated value of the contract. There is no contract minimum for any option period if included in the contract.