Attachment 1 - PWS MHE Maintenance.pdf

SP3300-20-R-0002

Attachment 1 - PWS MHE Enterprise

PWS for Enterprise MHE Maintenance Services

Introduction

The Defense Logistics Agency (DLA) is a United States (US) Department of Defense (DOD) agency that provides worldwide logistics support for the missions of the Military Departments and the Unified Combatant Commands during conditions of peace and war. The mission of DLA Distribution is to provide a full range of distribution services using a seamless, tailored, worldwide Department of Defense distribution network that delivers effective, efficient and innovative support to combatant commands, military services, and other agencies during peace and war.

General

DLA Distribution requires battery preventative maintenance (BPM), preventative maintenance (PM) and corrective maintenance (CM) on Material Handling Equipment (MHE) and Industrial equipment at multiple Continental United States (CONUS) locations. The Contractor shall provide all labor, equipment, tools, materials, replacement parts, transportation, transportation permits, and supervision necessary to perform equipment maintenance services, complete and in accordance with (IAW) the terms and conditions specified herein.

This is a non-personal services contract. The Government shall not exercise any supervision of control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. The Contractor shall provide all labor, equipment, tools, materials, replacement parts, and supervision necessary to perform maintenance services on Government owned equipment located at the DLA Distribution Centers, complete and IAW the terms and conditions specified herein. The Contracting Officer (KO) will designate a Contracting Officer’s Representative (COR) and a Technical Point of Contact (TPOC) who will perform the TPOC/COR duties associated with their respective field activities equipment. All references in this PWS to “Contractor personnel” include both Contractor employees and subcontractors.

1.0 SCOPE

The term “equipment” as used herein includes, but is not limited to, material handling equipment (MHE), industrial equipment, battery chargers, motor vehicles (wheeled or tracked), off highway utility vehicles, semi and warehouse trailers, warehouse sweepers, scrap shredders, shrink wrap machines and other miscellaneous type vehicles and equipment. All Equipment Inventory Lists are subject to change by the Government when equipment addition(s) and/or deletion(s) are required due to equipment disposal or replacement and meets the MHE or Equipment definition(s).

The Contractor shall furnish all labor, equipment, tools, supplies, repair parts, oil, grease, fuel filters, air filters, hoses, seal kits and all other associated hardware, etc., to perform timely and effective preventative and corrective maintenance services IAW the Original Equipment Manufacturer (OEM) manuals. The Contractor shall make available to the TPOC/COR, the status of any or all repair work in progress upon request.

Any/all makes and models of MHE and other equipment items are possible under this contract.

Common makes of such items include, but are not limited to; Hyster, Yale, Toyota, Tennant, Clark, Deere, Doosan, Caterpillar, Ez-Go, Wiggins, Ottawa, etc. The specific make, model, and power size of the MHE items will be identified on the task order for purposes of meeting OEM maintenance requirements. The equipment attachment is for informational purposes only, and does not necessarily represent the exact MHE or other equipment items to be on any resulting task orders. The list is subject to change at any time provided the MHE and Industrial items fit within the terms of the contract.

The Contractor will be required to perform task orders simultaneously at multiple sites. Detailed tasks will be identified by Task Order. Most tasks will require the use of the Defense Property Accountability System (DPAS). The Contractor must be capable of maintaining a ready and trained workforce with the appropriate personnel clearances (See C-1.9 Personnel Clearance), (See C-1.10 Common Access Card (CAC) Procedures), (See C-1.11 Information System Security).

1.1 Place of Performance:

The places of performance include CONUS locations to include Hawaii, to be specified in each individual task order.

Access to Government locations will be specified in individual Task Orders. Due to changing traffic requirements brought on by construction, changing missions, and security concerns within the host installation, access to the host installation is subject to change, sometimes with little or no warning.

Inbound and outbound traffic restrictions exist.

Force Protection Conditions (FPCONs) may affect access to the host installations and Distribution Center. The FPCON is established by the host installation or higher national command authorities, and the Installation Commander is responsible for implementing the proper response to progressive levels of terrorist threats. FPCONs are normally displayed at most entrance gates, building entrances and office entrances. The Contractor shall adhere to and operate IAW any restrictions imposed as a result of a FPCON. Measures implemented under the various levels of terrorist threat may impact the Contractor’s normal operational approach to distribution services. The Contractor shall ensure that distribution services are sustained during heightened security measures.

1.1.1 TRAVEL

Travel will be accomplished on a cost reimbursement basis and will be conducted in accordance with FAR 31.205-46 and is non-fee bearing. All approved travel will be reimbursed in accordance with the FAR and any other applicable regulation. The contractor may be required to travel to field sites, conferences, and other meetings to support the overall goals of the contract. Travel costs will be reimbursed to the contractor in accordance with the Joint Travel Regulation (JTR).

As low asset sites do not require a dedicated full time staff, the Government anticipates usage of the Travel CLIN to perform contractual maintenance and repair functions at multiple sites through a single task order. The contractor shall provide advance notification for travel to facilities requiring additional Government coordination. All travel requires advance authorization by the COR. Authorization requests shall be submitted no later than 15 work days prior to the proposed travel start date. Travel authorization requests should include the following:

- Title, purpose/objective, expected outcome

- Date, time (window), and location 2

- Proposed itinerary

- Proposed meeting/activities agenda

- Number of contractor participants

- Desired Government participants

- Requested Government support

- Estimated costs

The contractor shall prepare a trip report no later than 5 days following the conclusion of the trip, providing actual costs, attendees, and a description of activities conducted on the trip.

The contractor shall contact the COR prior to incurring any travel expenses or in potentially exceeding this budgeted amount referenced above.

1.2 Period of Performance: The period of performance, to include a ninety (90) day phase-in period, shall be no longer than (NLT) a five year ordering period from beginning after contract award date.

1.3 Phase -In Period

A. A ninety (90) day phase-in period shall be established at task order issuance to allow the Contractor sufficient time for personnel performing work under this contract, to complete all equipment and security requirements outlined in Sections C-1.9 Personnel Clearance; C-1.10 Common Access Card (CAC) Procedures and C-1.11 Information System Security prior to commencing work. The phase-in period will begin on the day of task order award and end ninety (90) calendar days after task order award.

B. During the phase-in period, the Contractor shall begin the process to obtain access in the Defense

Property Accountability System (DPAS).

1. DPAS is a CAC enabled web based system and offers role-based training at their online DPAS eLearning website at no cost, located at: http://dpaselearning.golearnportal.org/login/index.php.

This site is the official source of DPAS web-based training (WBT). For each required course, students will obtain a Certificate of Completion. The curriculum includes both the WBT and exams for each lesson. Students must attain at least a 77 percent grade in order to obtain the Certificate of Completion for that course. The site offers customized courses to meet the requirements of each DPAS role assigned. New users can self-register and select training appropriate for their role(s).

2. After completing training, users must certify their roles in order to gain approval to operate in

DPAS. This is achieved by clicking the ‘Certify my Role’ link at the bottom of the course syllabus page. The DPAS on-line training is mandatory to gain access to DPAS and it is mandatory prior to attending the instructor led training. The instructor led training is supplemental to the on-line training and may be conducted on-site or at an alternate location. The instructor led training may require the Contractor to provide specific Contractor employee names or other information, with a very short suspense, to the TPOC/COR.

http://dpaselearning.golearnportal.org/login/index.php

3. Once the on-line training is completed, the user then must submit the following required forms (located on the DPAS support website).

http://dpassupport.golearnportal.org/index.php/support/request-access

• DD Form 2875, System Authorization Access Request

• User Agreement

• DPAS Roles Request Form – Maintenance & Utilization

• DPAS Roles Request Form – Property Accountability New User

• A copy of their Information Assurance Awareness or Cyber Awareness Challenge training certificate (with completion date within 12 months)

4. Completed forms will be forwarded to DLA Installation Operations for Distribution for review.

Once the forms have been reviewed for completeness and accuracy, they will then be forwarded to the DLA HQ’s Information Owner. The Information Owner reviews and approves access requests and forwards the recommended approval to DPAS. DPAS, in turn, sends an email containing the logon credentials. Upon receipt of the email, users should immediately log into DPAS to finalize their DPAS account. All DPAS users must abide by the DPAS account aging parameters in order to maintain an active account; otherwise, accounts may be suspended or deleted.

C. During the phase-in period, the Contractor shall begin the security training requirements as required by the DLA Issuances and other applicable DOD guidance. Government Security training will be completed through skillport. The Contractor shall furnish all employee names to the TPOC/COR who will need access to the system. The TPOC/COR will contact the Human Resource Specialist to have the names loaded into skillport, see attachment 7. The information will provide the ability for electronic notifications to Contractor employees when training or refresher training is due. The Contractor shall submit updates NLT 15 calendar days for changes, additions or deletions to the employees training record. The security training requirements shall be completed annually for the following on-line training: Estimated training time is 8 hours.

• Cyber Awareness Challenge

• Antiterrorism (AT) Level 1

• Operations Security (OPSEC)

• Counterintelligence Awareness Training

• Personally Identifiable Information Awareness

• Trafficking in Persons

The security training is web-based and the Government will provide access and the links where the trainings are located. The Contractor shall ensure Contractor personnel have taken the required security training to meet DoD guidance and that the personnel continue to maintain their certifications

1.4 Hours of Operation:

http://dpassupport.golearnportal.org/index.php/support/request-access

The Contractor shall provide service and repairs during normal Government working days, except for Federal Holidays. The hours of operation for each specific Distribution Center will be identified on the individual task order. The Government observes the following federal holidays:

New Year’s Day 1 January Martin Luther King's Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Day Fourth Thursday in November Christmas Day 25 December

If the holiday falls on a Saturday, it will be observed on the preceding Friday. If the holiday falls on a Sunday, it will be observed on the following Monday. The Contractor may be required to perform services on these days if an emergency arises. In the event an Executive Order issued by the President of the United States declares Agencies of the Federal Government closed on a Contractor-scheduled service date, the TPOC/COR will advise the Contractor on whether services should be performed for that day or services should be rescheduled.

1.5 Equipment Maintenance Tasks

The Contractor shall have adequate procedures for receiving and responding to all service calls by establishing the schedule within one (1) business day. The Contractor shall provide a single telephone number and/or email address for receipt of all service calls. Service calls and/or emails shall be considered received by the Contractor at the time and date the telephone call is placed or email is sent by the TPOC/COR. The Contractor shall respond immediately and be on the job site working within one

(1) business day after receipt of service call, unless otherwise approved by the TPOC/COR.

The hours of operation for each Distribution Center will be identified on the individual task order.

Upon response to the notification of an equipment failure, the Contractor shall remove equipment from service with TPOC/COR concurrence, and TAG OUT/ LOCK OUT in DPAS.

If equipment has not been returned to an operational state within three (3) business days and after receipt of parts, the Contractor shall develop and submit a corrective maintenance plan to the TPOC/COR within the next 24 hours. The corrective maintenance plan shall, at the minimum, include: fault analysis conducted to this point, projected time required to identify failure (if not already identified), timeline for repair parts to be received, and proposed maintenance time required to conduct remove and replace of faulty components.

The Contractor shall update the corrective maintenance plan every five (5) days or upon significant status change (i.e., completion of fault isolation, repair parts received, identification of a hidden failure) and submit to TPOC/COR until equipment is returned to an operational state.

1.6 Personnel

1.6.1 Key Personnel Labor Categories

The Government anticipates the following labor categories the Contractor shall identify to perform the requirements of the contract. This does not prohibit the Contractor from using different labor categories.

1.6.1.1 Contract Manager

The off-site Contract Manager works directly with the Contracting Officer (KO) and TPOC/COR to address any issues relating to billing, contract performance or issues with Contractor Personnel. The Contract Manager shall ensure performance of this contract. This includes the planning, coordination, and surveillance of the activities necessary to ensure disciplined work performance, and timely resource allocation of this contract. The Contract Manager shall be responsible for maintaining communication with the KO and the TPOC/COR, and to immediately notify both the KO and the TPOC/COR of any problems that would prevent timely performance of this contract. The Contract Manager is responsible for and required to implement and maintain management control systems necessary to plan, organize and direct all activities under this contract. The Contract Manager visits the site locations on a scheduled and unscheduled basis for quality control purposes and to discuss contract performance issues with the TPOC/COR. Prior to contract performance at each distribution center, the Contract Manager shall designate in writing to the KO and TPOC/COR, the name of the Production Controller/Lead Technician.

The Contract Manager shall be available Monday through Friday during operation hours, excluding federal holidays, to meet on the installation as required by the TPOC/COR to discuss problem areas.

The Contractor shall provide contact information of the contract manager who shall be available by telephone or email during the times stated above.

1.6.1.2 Production Controller/Lead Technician

The on-site Production Controller/Lead Technician at each task order location communicates directly with the Contract Manager, Maintenance Technicians and Government personnel. The Production Controller shall collect data, store hardcopy data, and input maintenance and operation data into DPAS.

The Production Controller shall verify the accuracy of data input into the DPAS and make corrections of erroneous data prior to any product output. The Production Controller shall process all work order labor hour transactions and parts charges into DPAS. The Production Controller shall reconcile odometer/speedometer/hour meter every 30 days by gathering the data and inputting that information into DPAS and establish a procedure to track hours of operation for vehicles or equipment that do not get a lot of mileage on. The Production Controller/Lead Technician shall be responsible for the overall management, coordination, and supervision of the work performed at each distribution center. The Production Controller/Lead Technician shall be available, by phone, anytime Contractor personnel are performing services at a distribution center. The Production Controller/Lead Technician shall have a minimum of two years maintenance experience.

1.6.2.2 Maintenance Technician

The Maintenance Technician may travel to customer locations to troubleshoot, diagnose and repair MHE and other industrial equipment. The Maintenance Technician shall perform planned maintenance inspections; safety and operational tests; confer with customer and review recommended repairs;

estimate or quote repair costs; place parts orders and complete repair paperwork, etc. The minimum qualifications for a Maintenance Technician is two years of experience. All Contractor maintenance technicians shall have sound mechanical aptitude and ability; basic understanding of machinery, both mechanical and electrical; the ability to understand and comprehend technical manuals, drawings, diagrams and any other technical data supplied by various manufacturers. All Contractor service technicians shall have working knowledge of diagnosis and repair for the types of equipment included in this PWS.

1.7 Contractor Personnel

All Contractor personnel attending meetings, answering Government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of the members of the public that they are Government officials. All Contractor employees shall wear ID badges conspicuously on his or her outer clothing above the waist at all times and shall identify themselves as Contractors while in the work place and at meetings.

1.8 Security Requirements

1.8.1 Personnel Security

The Contractor or any visitors of the Contractor entering DoD locations to perform contract requirements shall abide by all security regulations and may be subject to security inspections.

Contractor personnel and property shall be subject to search and seizure upon entering, while on, and upon leaving the DoD locations pursuant to regulatory guidance.

All Contractor personnel shall conduct themselves IAW acceptable business decorum at all times. The Contractor shall remove any individual from the site whose continued presence or employment on this contract is deemed by the KO or designee to be contrary to the public interest, adversely affect health, morale, welfare, or good order and discipline on the installation, or is inconsistent with the best interests of national security. IAW USC Title 18, Crimes and Criminal Procedure, Part I, Crimes, Chapter 67, Military and Navy, Section 1382, the Installation Commander has the authority to bar individuals from the host installation.

In the event of a strike by Contractor personnel, the Contractor shall be responsible for the cost of any increased security as determined necessary by the Installation or DLA Site Commander/Director.

The Contractor shall report immediately to the KO or designee any suspected, alleged, or actual criminal incidents IAW DLAI 5105 Reporting of Criminal Incidents.

The Contractor shall register all Contractor vehicles used in performance of the contract requirements and ensure that Contractor employee vehicles to be driven on the host installation, to include motorcycles, are registered with the host installation security office and are in conformance with State and local regulations in effect at the time of registration and as long as employed by the Contractor.

Evidence of a valid driver’s license, vehicle registration card, and insurance are required for registration.

Contractor employees shall maintain current registration and proof of insurance on all Privately-Owned Vehicles (POV) brought on host installation. The Contractor shall maintain current registration and proof of insurance on all Contractor-owned vehicles brought on the host installation.

The Contractor and its employees shall abide by host installation parking regulations. All vehicles shall be parked in designated parking areas only. The Contractor and its employees shall conform to Federal, State and host installation driving regulations.

The base access information for each distribution center will be identified on each individual task order.

1.9 Personnel Clearance

A. The Homeland Security Presidential Directive (HSPD) has established criteria for Contractors who require a Common Access Card (CAC) for either physical access to an installation or access to Government Information Technology (IT) systems. The Government requires Personnel Security Investigations (PSI) (See TE 1.1 Contractor Personnel Security) to establish that applicants or incumbents either employed by the Government or working for the Government under contract are suitable for the job and are eligible for a public trust or sensitive position. Upon favorable review and initiation of the PSI, Contractor personnel may be granted temporary access pending final adjudication of the PSI. The Contractor shall request personnel clearances IAW instructions found in the attached TE

1.1 Contractor Personnel Security. All Contractor personnel performing work on this contract must be a U.S. citizen. A security clearance is not required to perform work under this contract. The Contractor shall comply with all applicable DoD security regulations and procedures during the performance of this contract. All Contractor personnel performing work under this contract are required to have pass a Tier 1 (T1) Background Investigation as required IAW DoDM 5200.02, “Personnel Security Program”. The results must be received prior to commencement of work. A negative T1 determination will result in immediate termination of access to the workspace and equipment.

B. A Contractor Investigative Request (CIR) form see attachment 10, annotates the appropriate designation that shall be submitted for each contract employee.

1.10 Common Access Card (CAC) Procedures

A. Every Contractor employee shall obtain and possess a DoD Common Access Card (CAC) and/or an Access ID Badge, as required by HSPD-12 and Directed-Type Memorandums (DTM) 08-003. Upon favorable review and initiation of the Personnel Security Investigations (PSI) to establish the suitability of an employee for the job and the approval for temporary Information Technology (IT) access pending final adjudication of the PSI, the Contractor shall submit to the TPOC/COR a request for the DoD CAC, IAW TE 1.2, CAC Procedures, see attachment 6. The Contractor shall complete CDRL A001.

1.11 Information System Security

A. All Contractor employees who perform data entry and query functions shall require IT Level III category eligibility (the minimum access level that includes no sensitive or classified information).

B. All Contractor personnel provided with access to Government computers and systems shall observe IT security policies and procedures as provided by the TPOC/COR. The Contractor shall notify the TPOC/COR within 12 hours when, for reasons of personnel resignation, reassignment, termination, or completion of portions of the contract, Contractor personnel no longer require access to Government systems.

C. The Contractor shall observe all copyright agreements. In the interest of protecting Government systems from computer viruses, the Contractor shall not use public domain software nor shall Contractor personnel download software from public bulletin boards or Internet websites. The Contractor shall use only Government software in performance of the contract requirements. Should the introduction of a computer virus or malicious destruction of computer software, stored information, or hardware result from the use of public domain software or from software taken from a public bulletin board or Internet website, the Contractor shall be required to repair the damage and incur all costs at no expense to the Government and without impact on delivery schedules.

1.12 Environmental Compliance

A. The Contractor shall comply with all Federal, State and Local regulations as well as DLA and Host Installation rules and policies regarding the control, use, storage, transport and disposal of hazardous materials and wastes.

B. The Government is responsible for providing the appropriate accumulation site (i.e. used oil, hazardous waste, non-hazardous waste, etc.) for the turn in of waste IAW the host installation Solid Waste and Hazardous Waste Management Plans (HWMP). Each individual task order will include the site specific requirement. Some of the following examples include the army, navy and air force plans which are provided in attachments– Corpus Christi HWMP; Red River HW RCRA and Warner Robins HWMP. The Contractor will be notified of any changes to the accumulation site location. No hazardous waste/universal waste shall be removed from the installation without proper manifesting and written approval from the Host environmental office. The Government is responsible for all costs incurred for the disposal of on-site generated waste.

C. The TPOC/COR will provide the Installation Spill Contingency Plan (ISCP) and Spill Prevention

Response Plan which details response procedures for hazardous substance spills at the issuance of task order. The Government Host may provide some environmental training to Contractor personnel on the Host Environmental Program. This may include the proper clean-up of spills and containment and disposal procedures. Disposal of waste generated from spill clean-up activities must be coordinated through the Host Environmental Office.

1.13 Safety Requirements

A. The Contractor shall conform to all applicable safety standards published in the Federal Register or any other Occupational Safety and Health Administration (OSHA) Public Laws 91.596.

B. The Contractor shall comply with all applicable Local, Federal, State, Installation Fire, Safety, Security and Environmental Protection Standards and Regulations.

C. The Contractor shall ensure employees observe all safety, traffic control, and fire prevention requirements in effect at each site.

D. Government safety personnel may observe Contractor operations/processes at any time on

Government premises. Imminent danger situations shall be corrected on the spot; other safety issues shall be processed through the COR.

SECTION C-2 DEFINITIONS, ACRONYMS, and APPLICABLE DOCUMENTS The following documents of the exact issue form a part of this requirement to the extent specified herein. The PWS supersedes any conflict between the documents referenced herein and the contents of this PWS.

2.1 Definitions and Acronyms. The DoD Dictionary of Military and Associated Terms is available on the Internet at http://www.dtic.mil/doctrine/dod_dictionary.

SECTION C-3: GOVERNMENT PROPERTY

This section contains information concerning the property, data systems, training and support services that the Government will provide at no additional cost to the Contractor. The Contractor shall use property or services supplied by the Government only for performance of work under this contract or as authorized by the TPOC/COR.

3.1 Government Property (GP)

3.1.1 Government Property Use

A. The Contractor shall operate GE in a safe manner IAW 29 CFR 1910 OSHA and other applicable standards while performing maintenance service testing. The Contractor shall notify the TPOC/COR within one (1) business day of any property or equipment damage.

B. The Government will make available to the Contractor, equipment necessary to perform tasks (i.e network equipment, desktop hardware, software, and printers to access DPAS required to perform the requirements in the PWS).

3.2 Work Area

The government will make available to the Contractor a maintenance work area during performance of this contract. The Contractor shall be responsible for the orderliness and cleanliness of all areas utilized in the performance of this contract. These areas shall be neat and clean, free from fire and safety hazards and unsanitary conditions.

3.3 Utilities

http://www.dtic.mil/doctrine/dod_dictionary

The Government will make available at no cost to the Contractor, water and electricity for Contractor connection at Government provided word areas. The Contractor shall be responsible for operating under conditions, which preclude the waste of utilities.

SECTION C-4: CONTRACTOR FURNISHED MATERIAL, EQUIPMENT,

TRAINING, SUPPORT SERVICES and RESPONSIBILITIES

The Contractor shall provide all equipment, tools, materials and replacement parts required to perform the work under this contract. Title to all Contractor furnished items shall remain with the Contractor.

Contractor furnished equipment shall meet the same safety requirements as those established for GE.

SECTION C-5: SPECIFIC TASKS

The Contractor shall manage the total work effort associated with the maintenance, repair, and all other services required herein to assure fully adequate and timely completion of these services. Included in this function are a full range of management duties including, but not limited to, planning, scheduling, report preparation, establishing and maintaining records. The Contractor shall provide an adequate staff of personnel with the necessary management expertise to assure the performance of the work IAW sound and efficient management practices.

The Contractor and its personnel shall comply with all DoD, OSHA, and DLA regulatory guidance, including but not limited to:

• OSHA 29 CFR 1910, OSHA Safety Regulations

• DLAI 4214, Support Equipment Management

• DoD 4160.21-M Defense Material Disposition Manual

• DoD 4160.21-M-1 Defense Demilitarization Manual

• DLAI 4500

• DLAM 4500

• ISO 14001 EMS Standards

• DLA EMS Policy Requirement

5.1 Customer Coordination

The Contractor shall establish customer support procedures and coordination in accordance with CDRL A004, see attachment 7.

5.2 Defense Property Accountability System (DPAS)

A. The Contractor shall manage all maintenance and repair actions of GE in DPAS throughout the entire contract performance.

B. The Contractor shall input the following Work Order (WO), see attachment 9, information into

DPAS:

1. Equipment asset number

2. Priority code

3. Work order reason

4. Availability, approval and estimated service end dates

5. Sub work order data

6. Upon completion, return date

C. This information is required to document coordination, costs, progress, equipment, material, and closeout the WO upon completion of the PM or repair actions. This input affects the utilization of each piece of equipment any time the equipment is down waiting for parts, maintenance, etc. If a third party is performing the maintenance and repair, the Contractor shall input the date the equipment is taken out and put back into service. The input of the current status of the equipment takes the equipment out of the availability status. DPAS will calculate the equipment utilization rate. The Contractor shall update DPAS NLT two (2) working days following completion of PM and UM work.

1. Document PM History, including dates and functions performed and meter reading.

2. Record labor and material costs to repair and maintain each piece of equipment identified by

Asset Number.

3. Document corrective service history, including dates and details of major actions and parts or components repaired or replaced.

4. Complete details of all modifications performed, including approvals, dates, and certification records.

5. Document disposition instructions performed in response to a DLA Form 1311 within two (2) working days.

6. Document start and stop date and time and reason for each time equipment is sitting idle waiting for maintenance and repair for any reason or waiting for parts to complete the repair action.

7. Input all metered equipment utilization data into DPAS:

Contractor shall be responsible for the timely gathering of equipment utilization miles/hours data in order to complete DPAS required entries by the 25th of each month.

D. The DPAS generated work order indicates the warranty expiration date. The Contractor shall take advantage of every manufacturer provision on equipment to include labor and parts. Warranty items shall be furnished by the manufacturer and labor for warranty work performed by the Contractor shall be reimbursed by the manufacturer. Warranty disputes shall be directed to the COR. The Contractor shall indicate the date the manufacturer was called on the work order with a follow-up call if the manufacturer does not respond in a timely manner. The TPOC/COR shall inspect each piece of equipment after warranty work is performed to ensure that equipment has been repaired and is safe to operate.

E. Occasionally MHE is damaged by the operator. The TPOC/COR shall be notified of all damages that are not due to normal wear and tear to include warranty items. The DPAS generated work order shall be returned as “damaged” and an estimate to repair (parts and labor) shall be included on the work order. The Contractor shall not repair equipment until approval has been obtained from the

TPOC/COR.

5.3 Preventative Maintenance (PM)

Based on OEM requirements, the schedule for Preventative Maintenance Services will be determined at time of the task order issuance.

A. The Contractor shall use DPAS to generate PM work order repair service requirements for all applicable GE IAW the individual task order. The Contractor shall schedule and accomplish the PM IAW the published recommendation of the OEM.

B. During the PM, the Contractor shall:

1. Conduct incoming inspections to determine equipment condition and maintenance required. If the Contractor identifies other repair work requirements at the time of PM, the Contractor shall generate a WO if the repair is less than $1,499.99 (Maintenance Requirements $1,499.99 Or Less). If the repair is $1,500.00 or greater, the Contractor shall perform IAW Maintenance Requirements $1,500.00 Or Greater (PWS 5.6)

2. Dispose of used parts and petroleum, oils and lubricants (POL) in the appropriate hazardous waste, recycle or trash container IAW DoD, federal, state and local ordinances and regulations.

3. Properly dispose of tires.

C. The Contractor shall perform Battery Preventative Maintenance (BPM) at various distribution centers. This maintenance service includes inspection and servicing by Contractor personnel for the purpose maintaining equipment batteries (24v, 36v, 48v and 72v) in satisfactory operating condition. All BPM requirements will be identified on the individual task orders.

5.4.1 Corrective Maintenance (CM)

A. The Contractor shall use DPAS to generate a CM work order repair service requirements for all applicable GE IAW the individual task order. The Contractor shall provide estimates for WO work and shall perform all work required under an approved WO. The Contractor shall request modifications to GE through the TPOC/COR in writing. Modifications may only be performed once approval is received from the TPOC/COR, which will include the manufacturer’s approval. Trained technicians must certify the operation and safety of the equipment before it is returned to service.

B. The Contractor shall perform load tests or other appropriate proof tests only where the adjustment, repair, replacement or alteration or modification was performed on the hydraulic system or components of the lifting device and could result in dropping, uncontrolled shifting, or movement of the load. If holding strength is a function of the parts or components affected by the maintenance work, the Contractor shall perform a load test and certification. The Contractor shall maintain records on completed load testing and certifications and shall submit to the TPOC/COR upon completion. The repairs must be IAW the OEM’s specifications and certified by a trained technician before resuming operations. Historically, the work has included:

1. Analyzing malfunctions and repairs.

2. Dismantling and reassembling equipment, using hoists and hand tools.

3. Examining parts for damage or excessive wear, using micrometers and gauges.

4. Exercising independent judgment in performing such tasks as making circuit analysis, calculating wave forms, and tracing relationships in signal flow.

5. Operating and inspecting machines or equipment to diagnose defects.

6. Rebuilding and maintaining power equipment, such as forklifts, stock selectors, motor vehicles, pumps, compressors and pneumatic tools.

7. Replacing defective engines and subassemblies, such as transmissions.

8. Replacing O-rings on forklift propane cylinders.

9. Testing overhauled equipment to insure operating efficiency.

10. Using complex test instruments such as high frequency pulse generators, frequency synthesizers, distortion analyzers, and complex computer control equipment.

11. Welding broken parts and structural members.

12. Troubleshooting and repair of electronic systems, such as control cards, motor, steering and logic

(PLC) controllers, hydraulic integrated systems, using manuals, hand diagnostic sets, communication wiring diagrams (schematics) and computers with specific software.

C. If equipment has not been returned to an operational condition within three (3) days after receipt of parts, the Contractor shall develop and submit a corrective maintenance plan to the TPOC/COR within the one (1) business day to address how and when the Contractor will have the equipment back in service. The Contractor shall update the corrective maintenance plan every five (5) days or upon significant status change and submit to TPOC/COR until equipment is returned to an operational state.

5.5 Maintenance Requirements $1,499.99 Or Less

A. For maintenance requirement actions estimated to cost $1,499.99 or less, the Contractor is authorized to perform when the total to be invoiced to the Government for all corrective work to a piece of equipment is $1,499.99 or less. For actions identified during routine PM, the Contractor shall close the PM work order and generate a corrective maintenance WO for CM actions estimated $1,499.99 or less. The Contractor shall validate the “one-time repair limit cost” as outlined in the DLAI 4214 and notify the TPOC/COR prior to the performance of the action if the total cost exceeds the "one-time repair limit cost “of a piece of equipment.

1. For maintenance requirement actions under this authorization, and prior to start of work, the

Contractor shall review DPAS support data of cumulative maintenance costs, age and utilization.

In addition, the “one-time repair limit cost” should be taken into consideration. If the costs equals or exceeds $1,499.99, then the Contractor shall contact the TPOC/COR for approval and provide an itemized estimate IAW Maintenance Requirements Greater than $1,499.99. Prior to start of work, the Contractor shall be limited to invoicing the Government $1,499.99 and be financially responsible for all work $1,500.00 or greater or over performed without prior TPOC/COR approval.

5.6 Maintenance Requirements $1,500.00 Or Greater

A. For maintenance requirement actions estimated to cost $1500.00 or greater, the Contractor shall provide evidence of competition to the TPOC/COR. The Contractor shall upload all the quotes into DPAS as proof of competition and address the following information:

• Asset Number and date of repair or scheduled PM WO in DPAS.

• Description of each repair or modification identified.

• Estimate of labor hours and cost for each repair or modification identified.

• OEM part number or authorized substituted item; Bill of Material by stock number, nomenclature, quantity, any long lead time requirements, and costs for each repair or modification identified.

• If multiple repairs and/or modifications, amount of time required to complete all repairs.

• The “one-time repair limit cost” outlined in DLAI 4214.

B. The Contractor shall perform the repairs upon written approval from the TPOC/COR. If during the maintenance action additional work is identified that exceeds the scope of the approved work, the Contractor shall immediately stop work, identify the additional work and provide an estimate to the TPOC/COR for approval.

C. In any instance where the Government questions the Contractor's estimate, the TPOC/COR will have discussions with the Contractor to resolve the issue. In the event the Contractor –

• Agrees with the Government’s recommendation, a new estimate will be provided.

• Does not agree with the Government’s recommendation, the matter will be referred to the KO for final decision.

D. If it is determined by the Government that a maintenance requirement action $1,500.00 or greater is considered uneconomical, the Government will provide instructions to the Contractor on methods of replacement.

5.7 Replacement Parts / Products

The Contractor shall use only new OEM parts, or replacement parts which have been OEM refurbished to “like new” condition which enable the part to function or operate at a level equal to the specification of the original equipment. The invoice and maintenance WO shall indicate if a “like new” part has been installed or used in the repair of the equipment.

Equipment lubricants and oils used in the performance of this contract shall be the same or equal to those recommended by the manufacturer’s technical manuals or specifications.

All replacement batteries shall meet OEM standards. Replacement tires shall be new unless otherwise specified by the TPOC/COR. All replacement tires shall meet the same size and function as the original tire and shall be of equal quality. Tires will be removed and repaired when items such as glass, nails, and other sharp metal objects are found. All replacement of tires and batteries must be approved in advance by the COR. The Contractor shall provide evidence of competition to the TPOC/COR. The

TPOC/COR will review the Contractor’s estimates and authorize the approved purchase in writing. The TPOC/COR will notify the Contractor, within one (1) working day of receiving the documentation if the purchase has been approved or non-concurred. The Contractor shall upload all the quotes for pricing into DPAS as proof of competition. In any instance where the Government questions the Contractor's estimate, the TPOC/COR will have discussion with the Contractor to resolve the issue.

All replacement battery chargers for MHE will be defined at the task order issuance.

5.8 Acceptance and Review Documentation

A. The Contractor shall not proceed with any WO corrective maintenance requirement actions without prior authorization from the TPOC/COR, unless it is authorized under paragraph Corrective Maintenance Repairs Less Than $1,500.00.

B. For completed repair action(s) resulting from WO entered into DPAS, the Contractor shall input work order information required under paragraph C and D below.

C. For completed CM requirement actions(s) identified by the Contractor during routine PM actions, the Contractor shall input the following information in DPAS under the PM WO:

1. Description of each repair completed.

2. Actual labor hours and cost for each repair identified.

3. Bill of material by stock number, nomenclature, quantity, and costs for each part and/or supplies used in the repair.

D. When all CM requirement actions on a piece of equipment has been completed, the Contractor shall submit the completed work order to the TPOC/COR, within one (1) working day for inspection and acceptance of the work. Each acceptance document shall have a unique identification number and will provide the following information for each corrective maintenance requirement actions completed on each piece of equipment:

1. Identify source of the authorization to perform the repair or modification.

2. Description of the repair or modification.

3. Actual labor hours and cost for each repair or modification identified.

4. Bill of Material by stock number, nomenclature, quantity, and costs for each part and/or supplies used in the repair or modification.

E. The Government reserves the right to inspect repairs to ensure they are performed satisfactorily. If the work inspected is found to be unsatisfactory or incomplete, the acceptance document will be returned to the Contractor with an unsatisfactory inspection report that outlines the deficiency. Once the Contractor has satisfactorily completed the work, the Contractor shall resubmit the acceptance document for approval to the TPOC/COR.

F. All work performed under this contract shall be subject to the acceptance of the TPOC/COR. If performance is found to be unsatisfactory and not IAW the requirements of this contract, the contractor shall begin correcting unsatisfactory work in one (1) working day of the following regularly scheduled Government workday, or as otherwise scheduled as approved by the

TPOC/COR.

5.9 Data Deliverables

5.9.1 Mandatory Repotrs

The Contractor shall create and distribute reports as described below for the Government to administer performance of the contract requirements and to manage and interface with other Government activities or agencies. The Contractor shall submit all reports to the TPOC/COR for review and final distribution.

5.9.1.1 Contractor Manpower Reporting

The Contractor shall report all Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Enterprise Wide MHE Maintenance Service via a secure data collection site. The Contractor is required to completely fill in all required data fields using the following web address: http://www.ecrnra.mil. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk at: http://www.ecmra.mil.

5.9.1.2 Monthly Contractor Employee Common Access Card (CAC) Report The report shall be prepared IAW Technical Exhibit (TE) 1.2 – see attachment 6 and submitted IAW CDRL A001 – see attachment 7.

5.9.1.3 Monthly Cost Report for Scheduled and Unscheduled Equipment Material Costs The Contractor shall report all material costs on the Monthly Cost Report for Scheduled and Unscheduled Equipment Material Costs, CDRL A002, see attachment 7 on the 10th working day each month. This will cover the previous month’s charges inclusive of all final subcontractor billings for the prior month. Invoices are to be submitted once a month per Task Order no exceptions.

SECTION C-6: QUALITY MANAGEMENT

DLA is committed to a highly interactive relationship between the Contractor, the Government Quality Management personnel, and the Government recipient of the services. As a means of facilitating this relationship, the Contractor shall maintain effective Quality Control to ensure services are performed IAW this PWS. The Contractor’s Quality Control is a means of assuring all parties that the work performed complies with the requirements of the Contract.

6.1 Quality Control Plan (QCP)

A. The Contractor shall establish and maintain a complete Quality Control Plan (QCP) IAW CDRL A003, see attachment 7,to ensure the requirements of the contract are provided as specified. One copy of the Contractor’s QCP shall be provided to the KO on the contract start date and as changes occur. The Plan shall be subject to the KO’s approval.

http://www.ecrnra.mil/ http://www.ecmra.mil/

B. The plan shall include, as a minimum, items listed below:

1. An inspection system covering all the maintenance and repair services required by this contract and any other areas deemed necessary by the Contractor. The plan must specify the services and equipment to be inspected on either scheduled or corrective maintenance; how often inspections will be accomplished; and the Contractor personnel who will perform the inspections, including their title and qualifications.

2. The method for identifying and preventing defects in the quality of service performed before the level of performance becomes unacceptable.

C. On-site records of all inspections conducted by the Contractor and any necessary corrective action taken. This documentation and all records and schedules, as described in the PWS, that are the responsibility of the Contractor, are the property of the Government and shall be made available to the Government during the term of the contract.

6.2 Quality…