Attachment 2 Peformance Work Statement.pdf

PERFORMANCE WORK STATEMENT PWS)

FOR

CALIBRATION, PREVENTIVE MAINTENANCE, AND CORRECTIVE

MAINTENANCE

ON

GOVERNMENT-OWNED WEIGH SCALES

AT

DEFENSE LOGISTICS AGENCY (DLA) DISTRIBUTION OKLAHOMA CITY,

OKLAHOMA (DDOO)

SCOPE OF WORK.

A. Background: The Defense Logistics Agency (DLA) is a United States (U.S.) Department of Defense (DoD) agency that provides worldwide logistics support for the missions of the Military Departments and the Unified Combatant Commands under conditions of peace and war. The primary mission of DLA Distribution is to provide supplies and services to the United States military forces worldwide.

B. DLA Distribution Oklahoma City (DDOO) Oklahoma serves as the primary wholesale distribution point for major components to support repair missions for Department of Defense and Foreign Military Sales customers worldwide. Its’ mission is to receive, store, pack, preserve, issue and arrange transportation for assigned supplies and equipment as directed by DLA and Service Inventory Control Point Item managers. DDOO has a requirement for a Contractor to provide Calibration Services and Preventive and Corrective Maintenance Services for Government-owned weigh scales.

C. Attachment 1 to this PWS identifies the 118 scales that require calibration and maintenance services for a One Year contract.

D. DDOO Weigh Scale Calibration and Maintenance Service requirements are subject to change by the Government when equipment addition(s) and/or deletion(s) are required due to equipment disposal or replacement.

GENERAL.

A. The Contractor shall provide all labor, equipment, tools, materials, replacement parts, travel and supervision necessary to perform calibration and maintenance services on the Government-owned weigh scales located at DLA Distribution Oklahoma City, Oklahoma activities identified on the Equipment List at Attachment 1 to this PWS. All references in this PWS to “Contractor personnel” include both Contractor employees and Subcontractors. The Contracting Officer (KO) will designate a Contracting Officer’s Representative (COR) who will be perform the COR duties under this contract.

B. This is a non-personal services contract to provide Calibration and PM and CM Services on Government-owned weigh scales for DLA Distribution Oklahoma City, Oklahoma. The Government will not exercise any supervision or 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 Government and the Contractor understand that the services to be provided under this contract by the Contractor are non-personal services and that no employer-employee relationship exists between the Government and the Contractor. The Government may provide technical direction which will assist the Contractor in accomplishing the PWS; however, the Government will not control the methods used by the Contractor to perform the service requirements set forth in the PWS.

PERIOD OF PERFORMANCE.

Weigh Scale Calibration and Maintenance Services shall be performed for One (1) Year as shown in the contract.

PLACE OF PERFORMANCE.

The Contractor shall perform calibration and maintenance services on weigh scale equipment in multiple locations at DLA Distribution Oklahoma City, Oklahoma: (REFER TO

EQUIPEMENT LIST AT ATTACHMENT 2 TO THIS PWS.)

1.0 CALIBRATION and PREVENTIVE MAINTENANCE (PM) (Scheduled)

1.1 Calibration services include the checking and adjusting of weighing equipment to ensure acceptable accuracy and reliability. PM services include the care and servicing by Contractor personnel for the purpose of maintaining equipment in satisfactory operating condition by providing for systematic inspection and detection of incipient failures either before they occur or before they develop into major defects. All PM and calibration services shall be performed annually to the standards in accordance with (IAW) Original Equipment Manufacturer (OEM) specifications, National Institute of Standards and Technology (NIST) Handbook 44, and International Organization for Standardization (ISO). All replacement parts, materials, environmental compliance, and Contractor personnel travel used for Calibration and PM services shall be included in the contract unit price for PM and calibration service. The Contractor shall perform preventive maintenance services as recommended in the manufacturer’s maintenance manual. The Government will provide available maintenance manuals; however, if the Government does not have the maintenance manual, the Contractor shall be responsible for obtaining the manual.

1.2 Based on the Calibration and PM schedule requirements identified in the Schedule of Supplies/Services, the Contractor shall establish a Calibration and PM schedule. Within 7 calendar days after the date of contract award, the Contractor shall submit the Calibration and PM schedule to the Contracting Officer Representative (COR). The Government will accept or propose an alternate Calibration and PM schedule within 5 calendar days after the Contractor submit the Calibration and PM schedule.

1.4 All repairs required as a result of Preventive Maintenance inspection, except as noted below, shall be accomplished under Corrective Maintenance, with the approval of the COR.

2.0 CORRECTIVE MAINTENANCE (CM) (UNSCHEDULED)

2.1 This maintenance service includes all actions to diagnose equipment malfunctions and restore the equipment to normal operating condition. All CM maintenance shall be performed to the standards set by, and IAW the Original Equipment Manufacturer (OEM) specifications, NIST

Handbook 44, and ISO. The COR will advise the Contractor point of contact (POC) of the suspected problem and request an evaluation. Upon arrival on site, Contractor personnel shall report to the COR. The Contractor shall inspect the equipment, advise the COR of the problem and provide a cost estimate as soon as feasible possible. The Contractor shall begin repairs only after approval by the COR. The Contractor shall not remove any scale equipment or components of the scale from the site without the approval of the COR. The Contractor shall notify the COR of all damages that are not due to normal wear and tear. The Contractor shall not repair equipment with damages not due to normal wear and tear until approval has been received from the COR.

2.2 The Contractor shall provide the COR a point of contact and cell phone number to receive and respond to CM service requests. The Contractor shall ensure that this cell phone number is monitored to guarantee prompt response to CM service requests.

3.0 MAINTENANCE PERFORMANCE SCHEDULE

3.1 Calibration and Preventive Maintenance services shall be completed within 5 calendar days of scheduled service, unless otherwise approved by the COR.

3.2 Corrective maintenance services shall be responded to on site by Contractor personnel within 24 to 48 hours after verbal notification by COR. Upon arrival on site, Contractor personnel shall report to the COR. Corrective maintenance services shall normally be completed within 5 calendar days after initial verbal notification by the COR, unless otherwise approved by the COR. If, however, the Government notifies the Contractor that the piece of equipment requiring corrective maintenance service is considered mission critical, the Contractor shall respond on site within 2 hours and shall continue the corrective maintenance service until such time as the piece of equipment is returned to full operational capability or as otherwise instructed by the COR.

4.0 REPLACEMENT PARTS/PRODUCTS

4.1 The Contractor shall use only new parts, or parts which have been 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 work order shall indicate if a “like new” part has been installed or used in the repair of the equipment.

4.2 Parts used in the performance of PM shall not be invoiced separately but shall be included as part of the PM pricing.

4.3 Replacement parts required in the performance of CM shall be invoiced to the Government in accordance with the terms and conditions of this contract (FAR 52.212-4 Alternate I).

4.4 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.

4.5 The Contractor is responsible for obtaining equipment maintenance service manuals that are not available from the Government.

5.0 MAINTENANCE SERVICE DOCUMENTATION.

The Contractor shall provide the COR a maintenance service document for all Calibration, PM and CM services provided. Each maintenance service document shall contain the information listed below, as applicable to Calibration, PM or CM services, and shall be submitted within 5 working days after completion of the maintenance services.

1. Name of Contractor

2. Contract Number

3. Contract Line Item Number (CLIN)

4. Date and time of service call notification and arrival at Government location.

5. Manufacturer, model, serial number and location of the equipment involved.

6. For Calibration and PM, the labor hours spent and tasks performed.

7. For CM, labor hours and associated labor rates worked.

8. For Calibration, PM and CM, all replacement parts used by part number, part name, quantity and cost per unit which shall supported by actual supplier invoices, published price lists and/or proof of payment.

9. Description of malfunction and work/service performed, and corrective action taken if action is a repair.

10. Legibly printed name of Contractor personnel who accomplished work

6.0 WARRANTY

The Contractor shall take advantage of every manufacturer warranty 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 Contractor shall inspect each piece of equipment after warranty work is performed to ensure that equipment has been repaired and is safe to operate.

7.0 CONTRACTOR MANPOWER REPORT.

The contractor shall submit a Service Contract Report (SCR) during the annual reporting period for each fiscal year the contract is performed in. The reporting period for contractors in SAM is generally open from mid-October to mid-December for reporting against the prior government fiscal year. SAM will only enable reporting for entities with service contracts that meet the SCR thresholds (See FAR 4.1703).

8.0 CONTRACTOR PERSONNEL

8.1 The Contractor shall designate a Contract Manager and an alternate (who shall act for the Contractor when the Contract Manager is unavailable) who must possess the basic knowledge and skills required to plan, control and manage the project. The Contract Manager shall also be responsible for the successful completion of the project. They shall be qualified to serve as the Contractor’s on-site supervisor and POC for Government representatives. The Contract Manager shall be able to provide overall supervision for Contractor employees, to include, but not limited to planning and managing the project professionally. They shall also ensure that work is scheduled properly to obtain maximum use of resources and ensure that accurate and timely reports are provided. Effective supervision to prevent inefficient or wasteful methods in the performance of services is very important; they shall ensure cost saving factors and quality controls are used to ensure work is performed as scheduled, and at a fair and reasonable cost.

8.2 The Contractor shall provide to the COR the name(s) and telephone number(s) of the responsible Contract Manager and alternate authorized to act for the Contractor.

8.3 The Contract Manager or alternate shall be available Monday through Friday, excluding federal holidays, between the hours of 0700 and 1530 to discuss problem areas.

8.4 Contractor personnel shall wear required Government furnished badge, and be easily recognizable. This may be accomplished by Contractor personnel wearing distinctive clothing bearing the name of the company and/or by wearing appropriate badges which contain the company name and employee’s name. During performance of the service requirements set forth in this PWS, all Contractor personnel shall introduce themselves or shall ensure they are introduced as Contractor employees. Contractor personnel shall also appropriately identify themselves as contractor employees in telephone conversations and in formal and informal written correspondence.

8.5 Contractor personnel shall comply with directives pertaining to operation of privately owned vehicles on the DLA Distribution Oklahoma City, OK grounds.

8.6 The Contractor shall assure that Contractor personnel completely understand the requirements of this Performance Work Statement. All Contractor service technicians must have sound mechanical aptitude and ability; must have basic understanding of machinery, both mechanical and electrical; must have the ability to understand and comprehend technical manuals, drawings, diagrams and any other technical data supplied by various manufacturers. All Contractor service technicians must have working knowledge of diagnosis and repair for the types of equipment included in this PWS and be capable of diagnosis and repair.

9.0 QUALITY ASSURANCE

9.1 The COR is responsible for performing Government quality assurance functions for all services and supplies furnished under this contract. Contractor performance is subject to review by the COR and Contracting Officer (KO). Upon contract award, the identity of the COR will be promptly furnished to the Contractor.

9.2 The COR will provide general instructions on limitations and deadlines. Additional instructions will be provided for any unusual assignments or those that vary from established procedures. The Contractor’s employees shall independently carry out the assignments. Completed work will be spot-checked by the Government for adherence to procedures, accuracy, and completeness.

9.3 The Quality Assurance Surveillance Plan (QASP) is the Government’s plan to ensure the contractor provides the required services, and adheres to the quality standards as specified in this PWS. Both the Contractor and the Government have agreed to the terms of this contract. During the life of the contract, administrative procedures such as inspections, documentation and retention of records, which reflect the Contractor’s performance, will be retained.

9.4 This QASP will be used to monitor compliance with contract terms and conditions, identify nonconforming services to determine appropriate action. This plan sets forth the method and manner by which the Government intends to conduct surveillance of work under the contract, and is subject to the unilateral change by the Government without modification of the contract. All work required by the contract is subject to surveillance whether or not specifically included in the plan. When the Contractor performance fails to achieve the acceptable performance level and is clearly the fault of the Contractor, the COR will prepare a Contractor Deficiency Report (CDR) annotating the discrepancy, the date and time the deficiency was noted and will forward it to the Contractor and request corrective action. In response to the CDR, the Contractor shall explain within seven working days, in writing, why performance was unacceptable, how performance will be returned to acceptable levels and how recurrence of the problem will be prevented in the future. The COR will evaluate the Contractor’s explanation and determine the appropriate actions.

9.5 When the Contractor re-performs services as a result of the discrepancies, and the Contractor does not meet the standards identified in this PWS, the Government may desire that the work to be re-performed prior to the completion of the delivery order. If this is the case, the Contractor shall perform the service at no additional cost to the Government.

9.6 The COR is designated as the point of final inspection and acceptance by the Government of all items and services required by the contract.

10.0 MAINTENANCE SUPPORT HOURS

10.1 The Contractor shall provide Calibration and Preventive Maintenance (PM) Services Monday through Friday between the hours of 0700 and 1530, excluding federal holidays. The Government observes the following federal holidays:

New Year’s Day 1 January Martin Luther King Jr. 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 Fourth Thursday in November Christmas 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 shall not be required to perform PM services on these days. Also, 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 PM service date, the COR will advise the Contractor on whether PM services should be performed for that day or services should be rescheduled.

10.2 The Contractor shall provide Corrective Maintenance (CM) Services Monday through Friday between the hours of 0700 and 1530, excluding federal holidays unless the COR determines that maintenance support outside designated hours is required because non-operational equipment will impact immediate mission functions.

11.0 ENVIRONMENTAL COMPLIANCE

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

11.2 Hazardous work processes and hazardous materials utilized or generated in the performance of this contract shall be controlled and disposed of by the Contractor in a manner that is safe IAW the appropriate local, state and US Government laws and directives established for the control of those processes and materials.

11.3 The Contractor shall provide for clean-up of all hazardous and non-hazardous spills when they may occur in, around, or as a result of the Contractor’s operation. The Contractor shall also provide for transportation and disposal off the facility of all hazardous and non-hazardous waste products generated in the performance of this contract. The Contractor shall immediately notify the COR of any hazardous waste spills.

11.4 The Contractor shall maintain safety and health standards consistent with all applicable Federal, State, local, and OSHA, Fire Prevention, and Health Programs. The Contractor shall report all accidents and incidents, including occupational illnesses and injuries, encountered while performing work under this contract. Reports will be made to the DDCT designated representative as expeditiously as possible, but not more than one hour following the incident or accident. The Contractor shall formulate and submit, within 15 calendar days after contract award a written safety plan for acceptance by the Government. The written plan will include the details of the Contractor’s responsibilities, method of implementation, and how safety hazards and deficiencies are to be identified and corrected. The plan will detail employee’s responsibilities for protection of Government property and safety of others, employee’s responsibilities for reporting all mishaps, and establish procedures for reporting how to correct unsafe conditions, hazards, or practices. The Project Supervisor shall serve as the central POC for safety and health related issues.

12.0 SECURITY REQUIREMENTS

12.1 The Contractor or authorized representative shall submit to the COR a roster identifying all Contractor personnel who will be performing under this contract and require access to the equipment for which maintenance services are required. The roster shall contain the following information about each individual. An updated roster and individual information shall be provided to the COR when any Contractor personnel changes occur.

(1) Name (last, first, middle initial), aliases

(2) Status (type of employment)

(3) Name of company

(4) Office Phone

(5) Home address

(6) Date of birth

(7) Weight, height, color hair and eyes

(8) Length of anticipated employment

12.2 The roster shall be furnished to the COR within 5 calendar days after the date of contract award. When any Contractor personnel changes occur, the Contractor shall provide an updated roster and individual information to the COR within 5 calendar days. The prompt submission of this information will keep to a minimum any delay and inconvenience to the Contractor and Contractor personnel in performance of the contract. The information will be used for accomplishment of the DLA Form 1486, Application for Civilian Identification, and Electronic Access Card, completed by the DLA Oklahoma City, Oklahoma Site Security Officer, Building 506 Telephone (405)855-3099.

12.3 Contractor personnel must bring personal identification and all completed forms to the Site Security Officer for badge photograph and identification when notified by the COR. No employee or representative of the Contractor will be admitted to the site of work unless they furnish satisfactory proof that they are a citizen of the United States, or, if an alien, their residence within the United States is legal. All Contractor employees working under this contract shall be identified by a distinctive nameplate, emblem, or patch attached in a prominent place on an outer garment. Fore mentioned outer garment employee identification will not be substituted for DOD required passes or badges.

12.4 The Contractor shall register all contractor owned vehicles at the Pass and ID office and must have a valid driver’s license, valid registrations, insurance and mechanical inspection.

12.5 Contractor employees entering DOD installations as part of performing contract requirements shall abide by all security regulations and may be subject to security checks. All vehicles and personnel are subject to search and seizure of contraband and/or unauthorized Government property. Contractor vehicles (Contractor-owned and personal), Contractor employees, and their personal property shall be subject to searches upon entering and leaving the installation.

12.6 The Contractor and Contractor personnel shall comply with all security requirements imposed by the Installation Commander at all times while on the installation. Contractor personnel involved in civil crimes and/or other incidents of misconduct may be restricted entry to the base. The Contractor is responsible for insuring the badges are returned within three calendar days of employee termination or contract completion.

12.7 IAW 18 USC 1382, the Installation Commander has the authority to bar individuals from the installation. The removal from the job site or dismissal from the premises will not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this contract. Contractor personnel shall conduct themselves in a proper, efficient, courteous, and professional manner. The Contactor shall remove any individual from the site whose continued presence or employment is deemed by the DDOO designated representative to be contrary to the public interest or inconsistent with the best interests of national security.

12.8 The Contractor shall comply with DOD 0-2000.12-H, Dodd Anti-terrorism handbook with the implementation of any security measures issued by the Installation Commander. The Installation Commander is responsible for choosing the proper response to progressive levels of terrorist threats. Measures implemented under the various levels of terrorist threats may impact the Contractor’s normal operational approach to performance of the requirements and may require the Contractor to implement measures to ensure that services are sustained during heightened security measures.

12.9 The Contractor shall ensure the physical security of all Government property to ensure that any accountable inventory in this contract is secured and protected against theft or sabotage or other acts constituting illegal destruction. The Government will not be responsible in any way for damage to the Contractor’s supplies, materials, equipment, and property or to Contractor employees’ personal belongings that are damaged or destroyed by fire, theft, accident, or other disaster.

12.10 The Contractor shall prohibit the use of Government issued keys or Electronic Access Cards by any persons other than Contractor personnel. The Contractor shall prohibit the opening of locked areas by Contractor personnel to permit entrance of persons other than Contractor personnel engaged in the performance of assigned work in those areas.

12.11 Site Specific Information: In order to gain access to the DLA Distribution Oklahoma City, Oklahoma, the Contractor must contact COR and/or security officer.

13.0 GOVERNMENT OBSERVATIONS. Government personnel, other than the COR may from time to time, with Contractor/Government coordination, observe or inspect Contractor operations.

However, these personnel may not interfere with Contractor performance.

14.0 DOCUMENTATION AND RECORDS. All documentation, records, and schedules, as described in this PWS, which are the responsibility of the Contractor, are the property of the Government and shall remain so upon termination or completion of the contract. The Contractor shall keep these items current. Documentation, records, and schedules shall be turned over to the Government upon termination or completion of the contract. All documentation, records, and schedules are subject to the Freedom of Information Act and Privacy Act.

END OF PERFORMANCE WORK STATEMENT