Attachment 2 - Common Levels of Support (CLS).pdf

Attachment 1

CLS

PART 5

SPECIFIC TASKS

5.1 Basic Services:

The Contractor shall provide POL Separators Inspection and Maintenance Services included pumping out and cleaning of POL Separators as well as recycling of pumping out residues of POL Separators located at USAG Bavaria (Hohenfels, Training Area Freihoelser Forst, Tower Barracks Grafenwoehr, Rose Barracks Vilseck and Garmisch-Partenkirchen). The services of the Contractor comprise all labor and incidental costs which arise for the administration, control, supervision, planning, operation, inspection, testing, transportation, maintenance, trouble-shooting, repair, and replacement of parts and materials included provision of qualified personnel, equipment, supplies and facilities, and other items and non-personal services necessary to perform POL Separators Inspection and Maintenance at USAG Bavaria (Hohenfels, Training Area Freihoelser Forst, Tower Barracks Grafenwoehr, Rose Barracks Vilseck and Garmisch-Partenkirchen) IAW this PWS and the applicable regulations defined in paragraph 7.2.1.

5.2 Tasks:

5.2.1 Recurring Preventive Maintenance – Level I:

5.2.1.1 The Contractor shall schedule and perform Recurring Preventive Maintenance (RPM) for all systems in coordination with the COR and IAW this PWS and the manufacturer’s maintenance manuals. In case the Contractor cannot obtain manufacturer’s maintenance manuals, he may perform recurring maintenance IAW recognized high standards of the particular industry which is predominant in the trade.

The Contractor shall provide evidence to the COR that those standards are not lower than manufacturer’s requirements.

5.2.1.2 The Contractor shall develop a RPM Plan for each system [Deliverable A006] as recommended by the equipment manufacturers, and/or as dictated by the recognized high standards of the particular industry predominant in the trade.

5.2.1.3 The Contractor shall submit RPM Plan for all systems to the COR for approval not later than twenty (20) days after contract award at least thirty (30) days prior to the start date of each contract year and/or upon COR’s request and as listed under this PWS [Deliverable A006].

5.2.1.4 The Contractor shall complete specific recurring inspections and maintenance tasks at Level I as defined in paragraph 5.2.3.

5.2.1.5 Please refer to 5.2.3.7 for Operating Logbook in electronic AIS format.

5.2.2 Unscheduled Repairs – Level II and Level III:

5.2.2.1 General Statements:

The Contractor shall perform unscheduled Level II and Level III repairs which are not covered by warranty in case requested and/or confirmed by the COR and under the conditions listed below:

(a) All defective parts shall be shown to the COR;

(b) Removal and disposal of defective materials is the responsibility of the Contractor;

(c) The Contractor shall announce in advance to the COR when the Level II and Level III repair works begin no later than two (2) days prior to the start of the repair works [Deliverable C001];

(d) Unscheduled Level II and Level III repair works shall include a functional test for proper operability of its designated function.

5.2.2.2 Minor Repairs (Level II):

Level II unscheduled minor repairs shall be provided by Contractor upon request of the COR as required by Task Order(s). Routine and urgent minor repairs shall be scheduled for commencement within five (5) work days after deficiency detection and/or request

[Deliverable C002]. Emergency minor repairs shall be scheduled for commencement no later than next work day after emergency was detected [Deliverable C003]; repair works shall continue until the emergency has been reduced to an urgent or routine status. The Contractor shall schedule and perform these repairs with prior COR’s approval and submit a Record of Services at the completion of the work:

(a) A hard copy original Record of Services shall be submitted straight after the completion of work to the COR [Deliverable C004];

(b) A typed electronic version of the Record of Services shall be submitted to COR per e-mail no later than seven (7) days after the completion of work [Deliverable C005].

5.2.2.3 Major Repairs (Level III):

5.2.2.3.1 Routine Repairs:

The Contractor shall submit a written repair cost offer to the COR for approval within three

(3) days after the repair requirement was identified and/or requested by the COR [Deliverable A008]. The Contractor’s written repair cost offer shall include at least the following:

(a) Man-hours to perform the repair;

(b) Detailed parts/materials list including name(s) of parts/materials, manufacturer’s part number and labels, costs of parts/materials, and delivery time(s);

(c) Name, number, and date of catalog used for the parts/materials identification as well as pricing and suppliers’ offer(s);

(d) Estimated repair start and completion date after receipt of COR’s approval to perform recommended repairs.

(e) All work shall be completed within five (5) days of estimated start date [Deliverable C.006] and shall be performed IAW the applicable regulations defined in paragraph 7.2.1.

(f) Refer to 2.4.1.7 for Routine Calls and related deliverables

5.2.2.3.2 Emergency Repairs:

The Contractor shall submit a verbal emergency repair cost offer to the COR for approval within two (2) hours after identification of an emergency repair requirement [Deliverable C007], refer to 2.4.1.8 for “Emergency Calls” and to 2.4.3 for “Key Personnel”. The verbal cost offer shall be necessary to reduce the emergency to an urgent or routine status.

Upon COR’s approval, the Contractor shall commence work no later than next day after identification of an emergency repair requirement and continue until the emergency is reduced to an urgent or routine status [Deliverable C008]. The verbal repair cost offer shall be confirmed in writing within two (2) work days after receipt of verbal approval of the cost offer by the COR [Deliverable C009]. Thereafter, the Contractor shall submit a written repair cost offer to the COR IAW 5.2.2.3.1 “Routine Repairs”.

5.2.3 Specific Recurring Inspections and Maintenance Tasks at Level I:

5.2.3.1 Sampling from the Drain:

A waste water sample out of the outflow shall be collected from each separator once a year when raining [Deliverable C010]. The sampling shall be performed in coordination with COR IAW DIN 1999-100 included article 11. The sampling shall be performed directly; it shall not be done in a strictly prescribed order. It shall be paid attention that the sample will not be unpurified, respectively adulterated by sediments, etc. After completion of work, a sampling protocol shall be established and submitted to COR no later than seven (7) days after the sampling was collected; the protocol shall be issued IAW DIN 1999-100, the examination shall be IAW the service description and include complete certified laboratory analysis and results [Deliverable C011].

5.2.3.2 Maintenance of the Separators:

The maintenance shall be performed monthly IAW the operation and maintenance regulations of the manufacturer only at USAG Bavaria Hohenfels, Training Area Freihoelser Forst – Amberg and Garmisch - Partenkirchen. Monthly Maintenance and Inspection at Tower Barracks Grafenwoehr and Rose Barracks Vilseck shall be performed by in-house personnel. The maintenance shall be documented and submitted to COR, refer to 5.2.3.7 for further details on documentation, and shall cover at least the following, even so they are not listed in the manufacturer regulation:

(a) Performance of the provision for the monthly self-checking;

(b) Sludge trap:

- Determination of the sludge volume;

(c) Separator:

- Measuring the thickness of the POL film;

- Checking the function of the automatic interlocking gear;

- Checking the coalescence element for penetrability;

- Checking the function of the warning device;

(d) Sampling shaft:

- Cleaning the drain gutter;

(e) Inspecting the documentation of the operation journal for completeness;

(f) The Contractor shall establish a maintenance sheet with a separate sheet for the self-checking. Both maintenance sheet and self-checking sheet shall be submitted to COR no later than fourteen (14) days after contract award and within seven (7) days a change of the maintenance sheet was made [Deliverable C012];

(g) The Contractor is responsible for checking the necessity of explosion prevention documentation before conducting the maintenance and control works.

5.2.3.3 Emptying and Cleaning:

5.2.3.3.1 Emptying of the Separators: All chambers of the separator (coalescence chamber, oil chamber, sludge chamber, etc.) shall be completely emptied. Attention shall be paid that it is necessary to step into the separator in order to clean it properly. In case the remaining sludge cannot be pumped, it is possible to dilute it with the least amount of water, in order to reach a pasty, pumpable consistency of the whole sludge. The Contractor is responsible for avoidance of any splashing; the Contractor is responsible for removal IAW with current policies, laws, and regulations of any residues and/or dirt resulted from splashing during emptying and cleaning.

5.2.3.3.2 Cleaning of the Separators:

(a) After emptying, the system and the connection pipes shall be cleaned completely with a high pressure flushing device. The sampling shaft must be cleaned as well.

(b) The function of the automatic interlocking gear (float gauge) shall be checked. Therefore, the float gauge shall be removed, its seat must be cleaned and flushed. Thereafter, the float gauge shall be reinstalled in an operable condition.

(c) The function of the calibration of the automatic interlocking gear (flout gauge) shall be checked; if necessary, it must be adjusted so that at the general inspection no deficiencies will be detected.

(d) The interior coating of the system must be inspected for damages (e.g.

tears, cuts, thin spots, etc.) using adequate methods.

(e) Existing sensor electrodes and level monitors shall be cleaned and must be checked for function. In addition, the electrical overflow prevention devices at the control cabinet must be checked for function.

(f) Detected defects and damages must be brought to the attention of the COR immediately.

NOTE: The following additional work shall be performed at separators equipped with coalescence or an emulsion fissure system:

(g) Flushing back coalescence separators must be cleaned and maintained IAW manufacturer’s directives.

(h) Non-flushing back coalescence separators must be washed and cleaned in order to be in a functional condition thereafter.

5.2.3.4 Recycling / Disposal of Residues:

5.2.3.4.1 The residues of the separators shall be recycled and/or disposed. The Contractor shall prepare, to apply for and pay for all proof and supporting documents necessary for transportation and recycling IAW all appropriate laws and regulations. The Contractor shall provide a document reflecting that the residues are being recycled and/or disposed at a certified plant included the plant’s certificate no later than twenty (20) days after contract award and at least thirty (30) days prior to the start date of each contract year and/or at least thirty (30) days prior to any change of the plant. All arrangements and coordination is the responsibility of the Contractor [Deliverable C013].

5.2.3.4.2 Official accepted covering letters for the recycling of the residues shall be handed out to the COR as original document not later than ten (10) days after the recycling took place (the letters shall be accompanied with a written notification from the Contractor ONLY in case the annual disposed quantity has achieved or is about to achieve 90% of total estimated disposal quantity). For each pick-up day, individual covering letters must be established [Deliverable C014]. The Contractor is responsible to control the quantities of disposed residues defined under the payment schedule of this contract.

5.2.3.5 Putting back into Operation:

5.2.3.5.1 The separator systems shall be put back into operation right after executing the leak testing.

5.2.3.5.2 The put back into operation shall be performed IAW the manufacturer regulations.

5.2.3.6 Weighting Procedures:

5.2.3.6.1 The Contractor’s vehicles or containers shall be weighted prior to and after the filling/loading with the POL separator residues.

5.2.3.6.2 Prior start and after completion of the cleaning services contractors services contractors service vehicles have to be scaled at the USAG Bavaria own vehicle scales to determine the weight (B/T/N).

- Hohenfels vehicle scale is located at Camp Nainhof, (Bldg. No 25).

- Tower Barracks Grafenwoehr vehicle scale is located at TB Central Recycling Center (Field Camp, Bldg. No. 700).

- Rose Barracks Vilseck vehicle scale is located at RB Main Camp (Bldg. No 148).

- There is no Government owned scale in Garmisch-Partenkirchen, therefor the contractor needs to determine the weight (B/T/N) of their own scale or a local scale.

For the purpose of weighting, the officially calibrated US-owned vehicle scale shall be used. The use of the scale is provided to the Contractor free of charge.

5.2.3.6.3 The issued weight ticket needs to be verified by the driver and signed for acknowledgement. The weight ticket serves as the basis of the invoice. The original weight tickets shall be turned over to the COR together with the invoice within first three

(3) working days of the following month [Deliverable C015]. Invoices without original weight tickets attached will not be paid. Weight tickets cannot be replaced if lost. COR reserves the right to inspect the weighting procedures and ask to demonstrate weight tickets immediately upon request. The Contractor is responsible for the coordination of the weighting hours with the operators at the main scale.

5.2.3.7 Documentation:

For each separator system, a report both in printed format as well as in electronic AIS format on the performed recurring preventive maintenance and self-checking must be issued. The original primary report shall be handed over to the responsible COR after the activity has been completed [Deliverable C016]. The updated reports (operational journals) shall be sent via e-mail within seven (7) days after completion of work to the responsible COR without previous request and/or notification [Deliverable C.017]. The reports shall be included by the Contractor into Operating Logbook in electronic AIS format at the Database for electronic reporting of separator data, included monthly inspections IAW DIN 1999-100. The reporting also includes:

(a) Self-control proof (sludge thickness measurement, thickness of oil surface) for each manhole;

(b) Comparison of the disposal limit values with warning function when exceeded include graphical documentation of values for scheduling next cleaning date;

(c) Disposal proof include electronic link of the saved acceptance documents of disposal into the AIS system;

(d) Control proof of the effluent flow with warning function in case of exceedance of limit values;

(e) Used cleaning detergents to include the pertinent material safety data sheets.

5.2.3.8 General Inspection (GI):

Five-year examination (once in five years) according to DIN1999-100, point 14.6 for light media separators and high speed separators (including the feed lines to the oil separator system) by an expert IAW DIN 1999 part 100 with the following achievements:

(a) Information concerning the place of the examination, the operator of the plant by indicating of the inventory data, the client, the examiner, and the responsible authority;

(b) Leak test of the separator plant for defaults IAW DIN 1999-100;

(c) Safety against any withdrawal of light liquids from the separator plant and/or pit superstructures (increased height/ alarm system);

(d) Structural condition and tightness of the separator plant;

(e) Assessment of interior wall surfaces and/or the interior coating, the special fittings and the electrical facility, if available;

(f) Tarring the automatic catch facility;

(g) Completeness and plausibility of the journal records;

(h) Proof of disposal of separator contents IAW the standard;

(i) Existence and completeness of all the necessary permissions and documents;

(j) Examination journal;

(k) Provision of test reports and photo documentation as well as provision and submission/entry of the required data into the AIS program of USAG Bavaria;

(l) Restarting operation of the plant after completion of the GI.

The general inspection report shall be provided to the operator of USAG Bavaria to COR within seven (7) days after completion of the inspection [Deliverable C018]. The next general inspection of the systems is planned for the period from February, 2028 through January 31, 2029.

5.2.3.9 Explosion Protection:

5.2.3.9.1 The Contractor shall provide a training and instructions for all operating and maintenance and inspection personnel on the requirements at work in areas with risk of explosion (here: separation plants); every designated employee working at separators shall be instructed and trained on how to deal with separators when it comes to explosion safety, protective clothing, and protective measures. Refer to the description of required measures in paragraph 5.2.3.9.3.

5.2.3.9.2 Potential equalization, grounding, and lightning protection: all separators shall be proved in regard to potential equalization, grounding, and lightning protection.

Separators that have no potential equalization, grounding, and lightning protection shall be marked; in case the old identification is not readable of defect, all renewals of the markers shall be reported to COR [Deliverable C019].

5.2.3.9.3 Description of required measures: Measures which are required in order to prevent explosions shall be described, listed, and dated by the Contractor included list of participants i. e. instructed personnel [Deliverable C020].

5.2.4 Service Contract Reporting:

5.2.4.1 System for Award Management (SAM) Service Contract Report (SCR):

The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract via a secure data collection site. The Contractor is required to completely fill in all required data fields through the following web address: www.SAM.gov. Reporting inputs will be for the labor executed during the period of performance during each Government FY, which runs from 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 by clicking “View Assistance for SAM.gov” which is located at the top of the SAM.gov website.

From there, you can the select “Contact Our Service Desk” which will allow you to contact SAM.gov directly. If contract period of performance ends prior to September 30, the Contractor has 30 calendar days from end date of the contract to complete the SAM SCR requirement.

[Deliverable C021].

Steps for Submitting a Service Contract Report (SCR)

1. Go to www.sam.gov and log in.

2. Select Entity Registrations and then select Service Contract Reporting.

3. SAM displays your entities which have service contracts and meet the reporting criteria. Select View by entity to see the service contracts for each entity.

4. Next, select Add for the service contract against which you want to create a Service Contract Report. Each service contract which meets the FAR Subpart

4.1703 reporting thresholds is displayed.

5. You will be taken to the Complete Service Contract Report page. SAM displays the contract details and allows you to report. You are required to enter the following information:

Total Amount Invoiced: Total dollar amount invoiced for services performed during the previous Government fiscal year under the contract (this amount should include the prime and any subcontract amount).

Prime Contractor Hours Expended: Prime Contractor direct labor hours expended on the services performed during the previous Government fiscal year. The amount you enter is automatically divided by 2,080 hours to calculate a Full Time Employee (FTE) equivalent, displayed under the Prime Contractor Hours Expended as Prime Contractor FTEs.

6. Report any required Tier 1 subcontractor information by selecting the Add Tier 1 Subcontract Information button.

7. When you are ready to submit the report, select Submit. This saves your report and returns you to the Select Service Contract page where you can create other SCRs or edit an existing SCR.

Steps for Editing a Submitted Report

1. Follow steps 1-4 above. Any previously submitted SCR will have a View/Edit button instead of an Add button.

2. Select View/Edit. You will be able to view the current SCR, edit available fields, and resubmit the record. You can also delete previously entered information altogether.