Attachment 4 - PWS CONUS MHE Maintenance Virginia Region.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

DLA DISPOSITION SERVICES

MATERIAL HANDLING EQUIPMENT (MHE)

MAINTENANCE SERVICES

IN THE CONTINENTAL UNITED STATES (CONUS)

VIRGINIA REGION

TABLE OF CONTENTS

1. INTRODUCTION

2. PREVENTIVE MAINTENANCE (PM)

3. CORRECTIVE MAINTENANCE (CM)

4. PLACE OF PERFORMANCE

5. FEDERAL HOLIDAYS

6. SAFETY & SECURITY

7. USG FURNISHED PROPERTY, MATERIALS, EQUIPMENT, AND SERVICES (GFP/M/E/S)

8. CONTRACTOR FURNISHED PROPERTY, MATERIALS, EQUIPMENT, AND SERVICES (CFP/M/E/S)

9. QUALITY ASSURANCE (QA)

10. ACCEPTABLE PERFORMANCE LEVELS (APLs)

11. DLA DISPOSITION SERVICES ENVIRONMENTAL MANAGEMENT SYSTEM (EMS)

12. SPILL RESPONSIBILITY

13. POINT(S) OF CONTACT (POC) INFORMATION

14. INVOICING INFORMATION

15. CONTRACT MINIMUM/MAXIMUM

1. INTRODUCTION:

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

b. DLADS requires the use of various pieces of MHE during daily operations in support of the military services. PM and CM services for MHE at our CONUS locations in the Virginia Region are critical to ensure MHE is always operational. Without timely, efficient, and effective PM and CM services, DLADS will be impacted to a point where we are unable to support our customers.

c. This is a firm fixed price time and materials contract which consists of a period of performance of one (1) 12-month base period and two (2) 12-month options. The total contract length shall not exceed three (3) years.

d. The equipment associated with this PWS is listed in Attachment 1 and is subject to change throughout the contract based on life cycle management of the equipment. Should the equipment change, Attachment 1 will be updated by the Contracting Officer (KO) and provided to the Contractor.

e. The Contractor shall provide all personnel, equipment, tools, electronic functional test equipment, materials, supervision, and quality control necessary to perform, Preventive Maintenance (PM), Corrective Maintenance (CM), Annual testing requirements, and other services as defined in this PWS for DLADS locations within the CONUS Virginia Region. A complete list of all locations can be found in Attachment 2.

f. Upon coordination of PM or CM services, the Contractor shall be required to report the DLADS location main office to sign in prior to conducting any services under this contract.

g. Any reference to Contractor throughout this PWS refers to the Contractor or Subcontractor should one be utilized. The Contractor is solely responsible for all associated work to be completed In Accordance With (IAW) the PWS.

2. PREVENTIVE MAINTENANCE (PM):

The Contractor or Subcontractor shall:

a. When a higher-level PM service CLIN is ordered, all lower-level maintenance checks and services will be performed, e.g., if the CLIN for annual PM is ordered, all required checks and replacement parts for quarterly maintenance will be completed, if applicable to the piece of equipment.

b. Ensure all PM services are completed IAW the Original Equipment Manufacturer (OEM) manual’s specifications. When pricing PM services on the price schedule, the Contractor shall include the costs of the following items, but are not limited to oil, grease/lubricants, antifreeze, battery fluid, oil, air, fuel filters, and fittings. Electric equipment shall include electric forklift batteries, to entail battery acid testing to ensure electrodes are capable of proper performance in the cells, prevention of corrosion on the cables, check wear and tear of cables and connectors and upkeep of the outside areas of the battery itself as well as the battery charging unit for each forklift.

c. Perform a fork inspection with each PM IAW the American National Standards Institute/Industrial Trucks Standards Development Foundation (ANSI/ITSDF). Standards can be located at the following link: www.itsdf.org.

d. Perform PM services on USG premises to minimize downtime.

e. Complete each PM service within ten (10) business days of notification by the COR unless otherwise rescheduled and coordinated between the COR and the Contractor.

f. Notify the Contracting Officers Representative (COR) two (2) business days prior to arrival with the date and time intended to arrive to perform PM services.

g. Perform PM service as appropriate on the associated charging unit when a CLIN for an Electric Forklift is ordered.

h. Affix a sticker or equivalent item to each piece of equipment upon completion of PM service. The sticker shall display the hour reading and interval level of the PM which was completed and the projected hours and date of the next required PM service.

i. Write legibly, in permanent ink, e.g., paint marker, in a visible location the date in which filters were changed on the exterior of the filter. The permanent ink chosen must be able to withstand the weather, oil, dirt, and other debris to prevent smudging or otherwise removing the date or making it non-legible.

j. Remove all replaced parts, refuse, and hazardous materials to include used oil, antifreeze, lube oil, filters, etc. from DLADS property and dispose of the items and materials IAW Federal, State, and Local laws at the Contractor’s or other facilities as authorized by law and approved by the KO.

k. Provide the COR a maintenance sheet showing the status of each item checked during the PM service within five business days of completing each PM service.

l. Perform lug nut torquing for all equipment in conjunction with quarterly PM service. Lug nuts shall be torqued IAW OEM specifications.

m. Deficiencies or required repair parts discovered during PM services, but not a part of such PM service shall be considered CM and require a written estimate prior to repair IAW paragraph 3. below.

3. CORRECTIVE MAINTENANCE (CM):

The Contractor or Subcontractor shall:

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

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

i. Description of the deficiency

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

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

iv. Cost of parts

v. Quantity of parts necessary

vi. Quantity of labor hours to repair the deficiency

vii. Cost of Shipping for parts, if applicable

viii. Cost of labor per hour

ix. Total estimated cost of repair

x. Estimated lead time for parts

xi. Expected date repairs will be complete

c. All OEM recommended replacement parts and materials may be examined when requested by the KO or COR prior to installation. No rebuilt parts shall be used.

d. All price estimates are subject to approval by the KO pending determination of available funding and if the repair is economical.

e. The USG will compensate for all parts and materials furnished and provided for on the written estimate in coordination of CM services unless the part or repair is due to the Contractor’s negligence. Parts or components damaged by the Contractor shall be repaired or replaced at the expense of the Contractor to the satisfaction of the COR. Contractor’s shall not mark prices up on parts or materials Contractors receive from their suppliers. Upon request by the Agency, the Contractor shall provide their Supplier’s invoices for parts and materials being furnished to the Agency via the Contractors invoice in order for the Agency to ensure parts and materials are not being marker up.

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

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

h. Notify the COR two (2) business days prior to arrival with the date and time intended to arrive to perform CM services.

i. Provide a weekly status of pending repair actions and parts ordered with estimated delivery and completion date of the repairs to the COR.

j. Perform a functional test (load test) IAW OEM specifications, OSHA 29 CFR, or upon completion of any work in which the load bearing structure was removed, replaced, or repaired.

k. Perform CM services on USG premises to the maximum extent possible.

l. Perform a Limited Technical Inspection (LTI) on new and/or transferred equipment per the CORs request. The LTI shall include but is not limited to a thorough inspection of the equipment such as engine, transmission, other major components, controls, mast, cables, chains, hoses, electrical, air, and hydraulic systems to determine the disposition of the equipment. The inspection shall also include a check of all fluids, fluids shall be topped off as necessary. The LTI shall be conducted using the time and materials rough order of magnitude CLINs on the price schedule.

m. Provide call back service for CM services which do not correct the deficiency within three (3) business days of notification from the COR at no additional cost to the USG.

n. Remove all replaced parts, refuse, and hazardous materials to include used oil, antifreeze, lube oil, filters, etc. from DLADS property and dispose of the items and materials IAW Federal, State, and Local laws at the Contractor’s or other facilities as authorized by law and approved by the KO.

n. Provide appropriate conveyance and equipment to load, un-load, and transport the MHE to their maintenance facility in the event that services cannot be provided on USG premises.

o. Prior to removal of any MHE from USG premises, the Contractor shall sign a Department of Defense Form 1149, transferring liability of the equipment to the Contractor for the duration of the maintenance. Upon return of the MHE to USG premises, the DLA Form 1311 will be signed by the COR accepting the equipment repair.

4. PLACE OF PERFORMANCE OF SERVICES:

The Contractor shall provide services on USG premises at the respective DLADS field locations within the CONUS Virginia Region, specified in Attachment 2 of this PWS, to the maximum extent possible during normal business hours, except on recognized US holidays or when the USG facility/installation is closed due to local or national emergencies or holidays, administrative closings, or similar USG-directed facility/installation closings. Performance shall be at the designated location specified by the COR for the respective DLADS field location. The Contractor shall maintain an adequate work force for the performance of all tasks defined within this PWS when the USG facility/installation is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the work force are essential. Adequate personnel is defined as a sufficient number of qualified personnel to successfully perform the duties required to be successful in accordance with the terms and conditions in the performance work statement, i.e., such as, but not limited to, to meet the acceptable performance levels.

5. FEDERAL HOLIDAYS:

The Contractor is not required to provide services on the 11 federal holidays observed by the DLA unless approved by the KO or COR. When one of the holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When the legal holiday falls on a Saturday, the preceding Friday is observed as the holiday. The following holidays are observed:

6. SAFETY & SECURITY:

a. Unscheduled gate closures by the installation security personnel may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors or subcontractor are not compensated for unexpected closures or delays. Vehicles operated by Contractor or subcontractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the Contractor or subcontractor’s employee’s installation driving privileges.

b. The Contractor’s or subcontractor’s employees shall become familiar with and obey the regulations of the installation, including fire, traffic, safety and security regulations while on the installation. Contractor or subcontractor employees should only enter restricted areas when required to do so and only upon prior approval. Contractor employees shall always carry proper identification with them and shall be subject to such checks as may be deemed necessary. The Contractor or subcontractor shall ensure compliance with all regulations and orders of the installation which may affect performance. The USG reserves the right to direct the removal of an employee for misconduct, security reasons, or any overt evidence of communicable disease. Removal of Contractor or subcontractor employees for reasons stated above does not relieve the Contractor or subcontractor from responsibility for total performance of this contract.

c. The Contractor or subcontractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The Contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation security personnel. The Contractor or subcontractor shall ensure compliance with all personal identity verification requirements as directed by DoD and/or local policy. Should the Force Protection Condition (FPCON) change, the USG may require changes in Contractor or subcontractor security matters or processes.

d. The Contractor shall use lock-out / tag-out procedures as necessary for any piece of equipment receiving any type of service, PM or CM. The Contractor shall verify and confirm proper clearing procedures prior to returning operational control of the piece of equipment to the USG COR.

7. USG FURNISHED PROPERTY, EQUIPMENT AND SERVICES (GFP/E/S):

The USG will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

a. Property: The USG will furnish the necessary workspace for the Contractor to perform services as outlined in this PWS.

b. Equipment: The USG will, at its sole discretion, and upon approval of the COR, provide MHE for the Contractor to assist with the performance of PM or CM of other MHE.

c. Utilities: All utilities in the facility will be available for the Contactors use in the performance of this contract. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

8. CONTRACTOR FURNISHED PROPERTY, MATERIALS, EQUIPMENT, AND SERVICES (CFP/M/E/S)

The Contractor shall provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

a. Provide all personal protective equipment for employees IAW the Occupational Safety and Health Administration guidance.

b. Provide all materials to clean up spills caused by their employees during the performance of PM or CM services.

c. Ensure their employees are trained and certified to perform maintenance on MHE.

d. Provide the KO and COR a POC and phone number to coordinate and schedule CM and emergency repair services.

e. Provide services as listed throughout this PWS IAW OEM specifications.

9. QUALITY ASSURANCE (QA):

a. The USG will evaluate the Contractor’s performance under this contract in accordance with (IAW) the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the USG will do to ensure that the Contractor has performed in accordance with the performance standards as defined in the attached QASP. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

b. The Contractor shall develop, implement, and maintain a Quality Control Plan (QCP) to ensure services are performed in accordance with this PWS. The QCP shall include procedures to identify, prevent, and ensure non-recurrence of defective services. The QCP is the means by which the Contractor assures itself that its work complies with the requirements of the contract. At a minimum, the Contractor shall develop the QCP procedures that address the areas identified in the QASP. A final QCP shall be submitted to the COR no later than 10 business days after contract award. After acceptance of the QCP, the Contractor shall obtain the KO’s acceptance in writing of any proposed changes to its QCP.

10. ACCEPTABLE PERFORMANCE LEVELS (APLs):

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11. DLA DISPOSITION SERVICES ENVIRONMENTAL MANAGEMENT SYSTEM (EMS):

DLA Disposition Services implemented EMS in accordance with ISO 14001:2004(e), DOD and DLA requirements at all DLA Disposition Services appropriate facilities. An EMS is an overall management system that includes organizational structure, planning activities, responsibilities, practices, procedures, processes, and resources for developing, implementing, achieving, reviewing, and maintaining the environmental policy of an organization. The DLA Disposition Services EMS is designed to ensure that all personnel, including contract personnel, whose work activities can cause real or potential significant environmental impact, are aware of how their work supports the EMS and are competent to perform their roles, responsibilities and authorities while supporting the DLA Disposition Services mission. The DLA Disposition Services EMS program is explained in DRMS-I 6050.2, EMS Core Instruction. Site supplements detail information required by EMS at a local level such as local, state and host environmental regulations as well as local emergency procedures and operating procedures unique to the location. Site supplements also contain information concerning the local interaction between the DLA Disposition Services tenant appropriate facility and the DOD/DLA host facility EMS program. Contractors and their personnel are required to be aware that each DLA Disposition Services appropriate facility has an EMS and to be aware of EMS policies to perform work and/or gain access to an installation. Each DLA Disposition Services appropriate facility maintains EMS awareness posters that identify the DLA Disposition Services Environmental Management Representative (EMR) and Host facility EMR for specific guidance concerning an individual facilities’ EMS program. Contractors may request current copies of EMS information identified in this paragraph by sending an e-mail request to DRMSEMS@dla.mil.

12. SPILL RESPONSIBILITY:

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

i. Description of item spilled (including identity, quantity).

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

iii. Containment procedures initiated.

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

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

vi. Description of item spilled (including identity, quantity).

13. POINT(S) OF CONTACT (POC) INFORMATION:

Point of Contact (POC) information is provided in Attachment 3 to this PWS. Should POCs change or information change Attachment 3 will be updated by the COR and KO and provide to the Contractor. Additional POC information will be provided with each Task Order (TO) when ordered.

14. INVOICING INFORMATION:

The Contractor shall invoice on a monthly basis through the Department of Defense Wide Area Workflow (WAWF) system. Invoices must be submitted through WAWF in accordance with DFARS 252.232-7003. Refer to https://wawf.eb.mil for additional information.

15. CONTRACT MINIMUM/MAXIMUM:

This is a firm-fixed price indefinite delivery indefinite quantity (IDIQ) time and materials contract. The contract minimum shall be $2,500.00. The maximum shall be 150% of the estimated value of the contract. There is no contract minimum for any option period included in the contract.