Attachment C-Service Order Proposal Request (SOPR) Process.pdf

ATTACHMENT C- SERVICE ORDER PROPOSAL /REQUEST (SOPR) PROCESS

Rev 11-25-20

1.0 SERVICE ORDER PROPOSAL /REQUEST (SOPR) PROCESS:

1.0 Prior to commencement of any emergency or unscheduled maintenance/repair or any non-routine calibration services, the Contractor shall obtain COR approval in terms of written acceptance of Contractors’ “Service Order Request/Proposal- SOPR” as further identified below. Funding limitations for this CLIN are identified and will not be increased without formal Contracting Officer (KO) contract modification.

1.1 Service Order Proposal/Request (SOPR): In order for Contractor to proceed a SOPR shall be submitted to the COR for approval. The SOPR shall include the following at a minimum:

1.1.1 Date and sequential number of SOPR (SOPR-1, SOPR-2 etc).

1.1.2 Manufacturer, model and serial number of asset requiring repair.

1.1.3 Contract Number and CLIN for proposed funding source.

1.1.4 Diagnosis and recommended repair procedure.

1.1.5 List of all anticipated parts or components needed for repair.

1.1.5.1 Identify the parts and cost associated for each to be provided by the Contractor.

1.1.5.2 Identify any parts the Contractor wishes to take from “TYAD stock”. Available TYAD stock parts identified in PWS.

1.1.6 Estimated number of man-hours required to complete the repair

1.1.6.1 Payment of the SOPR will be processed for only actual time spent by technician.

1.1.6.2 Only for OEM sub-contracted services, may SOPR include travel and per-diem proposed for service orders requested

1.1.7 Schedule to execute repair or service.

1.1.8 Location for COR to sign/date authorizing Contractor to proceed.

1.1.9 Example: The COR may request a repair service call. The COR may describe the symptoms of the problem which may lead the Contractor to assume a specific component problem. The Contractor shall submit a “service order proposal/request” for the diagnostic service, which must be approved before Contractor proceeds. The Contractor once at site may identify additional or different components are required for the repair. At which time the Contractor shall submit an additional or revised SOPR proposal for additional hours and or materials etc. This revised or additional SOPR must also be approved by the COR before the contractor proceeds.

1.1.10 The contractor will be paid only for the actual Labor and Material/Parts utilized in the repair as verified by the COR. This amount will be less than or equal to the not-to-exceed amount proposed in the SOPR.

1.1.11 Concurrent with performing the SOPR, and in order for Contractor to substantiate the subsequent request for payments, the Contractor shall prepare a “Daily Service Ticket” and obtain COR signatures for documented daily activities.

1.1.12 Copies of COR signed Daily Service Tickets shall be submitted and accompany payment requests.

1.1.13 Daily Service Tickets (DST) shall include:

1.1.13.1 Names of technicians and duration of services for the activity

1.1.13.2 Actual technician start and end repair times.

1.1.13.3 Location for COR to sign/date indicating that the work

ATTACHMENT C- SERVICE ORDER PROPOSAL /REQUEST (SOPR) PROCESS

Rev 11-25-20 stated has been performed/ repair has been made and system repair is accepted.

1.2 All proposals shall include detailed list of replacement parts and or materials required above and beyond the routine preventative maintenance scope. Materials and parts list shall be provided and shall include parts manufacture and part numbers along with a copy of the vendors quote where the contractor intends to procure the parts.

This information shall be required in order for COR to evaluate the costs proposed in comparison to “market value”.

1.2.1 The contractor shall replace defective parts only after verification of need has been determined by COR and authorized.

1.2.2 If the COR determines that a part needs repair, overhaul or replacement and the work cannot be performed "on post"; removal of equipment parts from the Depot will require a contract modification. If modification necessary all services including shipping to Original Equipment Manufacturer or authorized service facility for repairs and reinstallation shall be considered.

1.3 All labor shall be assessed from fixed hourly rate agreed to upon contract execution.

The applicable CLIN and shall be expensed at the pre-negotiated rate.

1.4 The Contractor SOPR shall request COR approval for all parts and labor associated with repairs. All approvals shall be coordinated through the COR. The Contractor shall NOT be compensated for any “unauthorized work”. Unauthorized work shall include any work performed without written approval of COR or KO; specifically this includes ANY work requested by ANY Government individual who the Contractor may infer has authority to speak on behalf of the Government. ONLY the COR can authorize emergency/unscheduled work and only the KO can authorize a contract modification. All authorizations must bear KO/COR approval signature or the work is unauthorized.

1.5 SPARE PARTS: Government’s intention is to retain “spare” parts on specific machines critical to mission workload. This “spare” parts inventory is to reduce system downtime. The Contractor may use these parts when necessary to expedite the repair but shall formally request and document the use of any “spare” part through the SOPR process. Repair parts may be taken from the TYAD “spare parts” inventory.

1.5.1 REPLACEMENT PARTS: If a replacement part is ordered through the SOPR process and it is later determined that immediate replacement will not repair the machine or the original part thought to be defective is in fact fully operational, then the working parts shall be given to the COR upon request to be placed in spare part inventory.