DRAFT Performance Work Statement.pdf

Performance Work Statement (PWS)

Generator and UPS Systems Preventative Maintenance and Unscheduled/Remedial Repairs

November 4, 2024

Part 1 General Information

1.1 General: This is a non-personal services contract to provide generator and uninterruptible power supply (UPS) preventative maintenance and unscheduled/remedial repairs at Tobyhanna Army Depot (TYAD). The Government shall 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.

1.2 Description of Services/Introduction: This will be a hybrid contract consisting of Firm Fixed Price (FFP) for regularly scheduled semi-annual (twice yearly) preventative maintenance (PM) along with Time and Material (T&M) for unscheduled/remedial repairs. The contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision, and other items and non-personal services necessary to perform generator and UPS preventative maintenance and unscheduled/remedial repairs as defined in this Performance Work Statement (PWS) except for those items specified as government furnished property and services. The contractor shall perform to the standards in this contract.

1.3 Objectives: Ensure all generators, uninterruptible power supply (UPS) systems and automatic transfer switches (ATS) throughout Tobyhanna Army Depot remain safe and in working order in the event of a commercial power loss. The contractor shall perform regularly scheduled preventative maintenance and provide detailed reports of work performed along with recommendations upon completion. All systems shall be in working order at all times. The contractor shall respond to repair calls in a timely manner (See Part 5.6).

Scope: The Contractor shall perform full preventative maintenance services on all generators, UPS systems, automatic transfer switches and directly associated components throughout Tobyhanna Army Depot. All work shall be in compliance with manufacturer’s recommendations, National Fire Protection Agency (NFPA) 110: Standard for Emergency and Standby Power Systems, National Electrical Code (NEC), and all other applicable laws, regulations, rules, ordinances, codes, etc. If conflicts do arise, the more stringent of the two shall be followed. The Contracting Officer’s Representative shall be the authority having jurisdiction (AHJ).

1.4 Site Visit: This requirement will have a site visit, in which attendance is highly encouraged.

Date and time will be provided within the Solicitation. Use of cameras are prohibited. Please arrive 15-30 minutes prior to start time to allow time for Security check. Please arrive at the Visitor Control Center (VCC), Bldg. # 606.

1.5 Period of Performance (PoP): The period of performance shall be for one (1) Base Year of twelve (12) months and four (4) 12-month option years. The period of performance reads as follows:

Base Year Option Year 1 Option Year 2 Option Year 3 Option Year 4

1.6 Quality Control Plan (QCP): The contractor shall develop and maintain an effective Quality Control Program (QCP) to ensure services are performed in accordance with this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s Quality Control Program is how it assures that the work provided complies with the requirements of the contract.

The Contractor shall provide their QCP along with their bid submission to the Contracting Officer’s Representative (COR), Contract Specialist and Contracting Officer (KO) for review. If the Government requires changes to the QCP, the Contractor must provide a revision within five (5) business days.

1.7 Quality Assurance: The government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s) if applicable.

1.8 Recognized Holidays: The Contractor IS NOT required to work on U.S. federally recognized holidays occurring during the normal workweek unless otherwise directed by the Contracting Officer. When a U.S. holiday occurs on a Saturday or a Sunday, the holiday is observed on the preceding Friday or following Monday, respectively.

New Year’s Day – January 1 Martin Luther King Day – 3rd Monday in January President’s Day – 3rd Monday in February Memorial Day – Last Monday in May Juneteenth – June 19th Independence Day - July 4 Labor Day – 1st Monday in September Columbus Day – 2nd Monday in October Veteran’s Day – November 11 Thanksgiving Day – 4th Thursday in November Christmas Day – December 25

1.9 Hours of Operation: The contractor is responsible for conducting business, between the hours of 07:00 through 16:30 Monday thru Friday, except Federal holidays, or when the

Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons.

At all times, the Contractor shall maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.10 Place of Performance: The work to be performed under this contract will be at Tobyhanna Army Depot, 11 Hap Arnold Boulevard, Tobyhanna, PA, 18466.

1.11 Security Requirements: Contractor personnel performing work under this contract must have a completed background check prior to start of any work to be performed and must maintain the level of security required for the life of the contract.

1.11.01 See the separately attached pdf entitled Security Operations (SECOPS) Requirements for Contracts - Updated July 2024, for the current TYAD Security Requirements. See Part 6, Applicable Publications, Section 6.2.

1.12 Environmental Requirements: See the separately attached pdf entitled Standard Specifications for Projects under the National Environmental Policy Act (NEPA) for the current TYAD Environmental Requirements. See Part 6, Applicable Publications, Section 6.3.

1.13 Safety Requirements: See the separately attached pdf entitled Service or Equipment Installation Contractor Safety Standards – Updated June 2024 for the current TYAD Safety Requirements. See Part 6, Applicable Publications, Section 6.4.

Part 2 Definitions and Acronyms

2. Definitions and Acronyms:

2.1 Definitions: Although not inclusive of every term used within this PWS, the following provides a list of definitions used throughout this PWS and commonly used in the acquisition field.

CONTRACTOR: A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

CONTRACTING OFFICER (KO): A person with authority to enter, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note:

The only individual who can legally bind the government.

CONTRACTING OFFICER'S REPRESENTATIVE (COR): An employee of the U.S.

Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

DEFECTIVE SERVICE: A service output that does not meet the standard of performance associated with the Performance Work Statement.

DELIVERABLE: Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

KEY PERSONNEL: Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the key personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

PHYSICAL SECURITY: Actions that prevent the loss or damage of Government property.

QUALITY ASSURANCE: The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

QUALITY CONTROL (QC): All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

QUALITY CONTROL PLAN (QCP): Written set of procedures and activities aimed at delivering products or services that meet quality objectives for a project as stated in contract documents and other procedures, manuals and guidance.

SUBCONTRACTOR: One that enters a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

WORKDAY: The number of hours per day the Contractor provides services in accordance with the contract.

WORK WEEK: Monday through Friday, unless specified otherwise.

2.2 Acronyms: Although not inclusive of every term used within this PWS, or that may be included in an acquisition, the following provides a list of acronyms commonly used in the acquisition field.

ACOR Alternate Contracting Officer's Representative AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CCE Contracting Center of Excellence CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTR Contracting Officer's Technical Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DMDC Defense Manpower Data Center DOD Department of Defense FAR Federal Acquisition Regulation HIPAA Health Insurance Portability and Accountability Act of 1996 KO Contracting Officer OCI Organizational Conflict of Interest OCONUS Outside Continental United States (includes Alaska and Hawaii) ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

Part 3 Government Furnished Property, Equipment, and Services

3.1 Facilities: The Government will provide access to facilities as needed to complete the requirements of the contract.

3.2 Utilities: The Government will provide water and electricity. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the necessary amount to accomplish cleaning vehicles and equipment.

Part 4 Contractor Furnished Items, Services and Responsibilities

4.1. General: The Contractor shall furnish all supplies, equipment and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2. Materials: The Contractor shall provide all materials necessary to meet the requirements under this Performance Work Statement. This includes but is not limited to oils, greases, cleaners, paints and any other parts needed to maintain and repair all generators and UPS systems according to the manufacturer’s recommendations.

Part 5

Specific Tasks

5. Specific Tasks:

5.1 Generators: Tobyhanna Army Depot currently has thirty (30) generators of various makes, models and sizes. Please see the attached generator equipment list for details (separate from this document).

5.2 Uninterruptable Power Supplies (UPS): Tobyhanna Army Depot currently has nineteen (19) UPS systems of various manufacturers and sizes. Please see the UPS systems equipment list for details (separate from this document).

5.3 Semi-Annual (Twice Per Year) Preventative Maintenance (Firm Fixed Price):

5.3.1 The Contractor shall inspect and perform preventative maintenance on all equipment listed in Sections 5.1 and 5.2.

5.3.2 The Contractor shall submit their semi-annual schedule based upon the period of performance within thirty (30) days of award.

5.3.3 The Contractor shall meet with the COR upon arrival and departure of each on site visit prior to the commencement of work.

5.3.4 Upon completion of preventative maintenance, the contractor shall provide a detailed report within two (2) weeks to the COR.

5.3.4.1 The report shall include dates and times, equipment IDs, work performed, significant findings, repair suggestions, and corrective actions, if applicable.

5.3.5 Preventative maintenance services include, but are not limited to, full generator and UPS services in compliance with manufacturer’s recommendations, National Fire Protection Agency (NFPA) 110: Standard for Emergency and Standby Power Systems, National Electrical Code (NEC), and all other applicable laws, regulations, rules, ordinances, codes, etc.

5.4 Checkpoints for Generator Semi-Annual (Twice Per Year) Preventative Maintenance:

5.4.1. All sections of 5.4 (5.4.2 through and including 5.4.8) shall be inspected, tested and or performed in the semi-annual preventative maintenance.

5.4.2. Cooling System

5.4.2.1. Areas of inspection include but are not limited to radiator, hoses, clamps, belts, guards, pulleys, block heater, water pump, etc.

5.4.3. Lubrication System

5.4.3.1. Areas of inspection include but are not limited to oil level, oil condition, hoses, clamps, filters, crankcase, etc.

5.4.4. Engine Intake and Exhaust System

5.4.4.1. Areas of inspection include but are not limited to ventilation, filters, hoses, clamps, pipes, ducts, connection points, etc.

5.4.5. Fuel System

5.4.5.1. Areas of inspection include but are not limited to governor, pumps, gauges, hoses, clamps, connection points, indicators, etc.

5.4.6. Ignition System

5.4.6.1. Areas of inspection include but are not limited to plugs, cables, batteries, starters, termination points (rust/corrosion), etc.

5.4.7. System Operation

5.4.7.1. Areas of inspection include but are not limited to wiring, terminations/connections, relays, contactors, time delays, meters, voltage adjustment, safety switches, audible and visual alarms, etc.

5.4.8. Engine Hours

5.4.8.1. The contractor is responsible for recording and reporting each generators engine hours during the semiannual preventative maintenance visits.

5.5 Checkpoints for UPS System Semi-Annual (Twice Per Year) Preventative Maintenance:

5.5.1. All sections of 5.5 (5.5.2 through and including 5.5.4) shall be inspected, tested and or performed in the semi-annual preventative maintenance.

5.5.2. System Inspection

5.5.2.1. Areas of inspection include but are not limited to existing equipment condition is within manufacturer’s specifications, inductors, transformers, cables, terminations, circuit breakers, contactors, power supplies, fuses, capacitors, fans, etc.

5.5.3. Torque Inspection

5.5.3.1. Ensure all termination points are properly torqued to manufacturer’s specifications.

5.5.4. Electrical Inspection

5.5.4.1. Provide detailed analysis consisting of electrical readings from the UPS system. This includes but is not limited to voltage, amperage, resistance and any other diagnostics available for a system analysis.

5.6. Unscheduled/Remedial Repairs (Time & Material):

5.6.1. Unscheduled/Remedial Repairs to generators and UPS systems (see equipment in sections 5.1 and 5.2) will be done at additional cost to the Government.

5.6.2. All work shall be performed during normal operating hours, 07:00 – 16:30, Monday through Friday. This excludes Federal Holidays and regular days off (RDO).

5.6.3. The contractor shall respond on site within 72 hours for unscheduled/ remedial repairs.

5.7. Oil Testing and Oil Changes (Yearly) (Firm Fixed Price):

5.7.1. The Contractor shall perform oil testing and oil changes on all generators once per year.

5.7.2. The Contractor shall provide a detailed report and analysis of the oil testing results.

5.8. Load Bank Testing (Yearly) (Firm Fixed Price):

5.8.1. The Contractor shall perform load bank testing on all generators once per year.

5.8.2. The Contractor shall provide a detailed report and analysis of the load bank testing.

5.8.3. Units: 17, 21, 23, 24 and 28 have their own permanent load banks and do not require temporary set ups for testing.

5.8.4. If a generator does not have an existing load bank or the existing load bank is not operational, it is the contractor’s responsibility to provide an adequate load bank appropriate to conduct load bank testing.

Part 6 Applicable Publications

6. The Contractor shall abide by all applicable publications, regulations, manuals, local policies and procedures for repairs and installations. The manufacturer’s specifications and methods are priority. If conflicts arise, the more stringent shall be required. The following documents shall be adhered to during the life of this contract.

6.1. See Sections 1.12, 1.13, and 1.14.

6.2. Security Operations Requirements for Contracts (separate attachment from this document)

6.3. Standard Specifications for Projects Under the NEPA (separate attachment from this document)

6.4. Service or Equipment Installation Contractor Safety Standards for TYAD (separate attachment from this document)

Part 7 Technical Exhibit Listing

7. Technical Exhibit List:

7.1. Technical Exhibit 1 – Performance Requirements Summary

The contractor’s service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

Performance Objective

Standard

Performance Threshold

Surveillance

Method

The Contractor shall perform semi-annual preventative maintenance on all generators and UPS systems at Tobyhanna Army Depot. (See Sections 5.3, 5.4, and 5.5)

All generators and UPS systems shall be serviced once every six months.

Zero deviation from the standard.

Random Inspection.

The Contractor shall perform unscheduled/remedial repairs on all generators and UPS systems at Tobyhanna Army Depot.

(Section 5.6).

The Contractor shall respond on-site within 72 hours for unscheduled/remedial repairs.

Zero deviation from the standard. 100% Inspection.

annual oil testing and oil changes on all generators. (Section 5.7)

Oil testing and oil changes on all generators shall be performed once per year.

annual load bank testing on all generators. (Section 5.8)

Load bank testing on all generators shall be performed once per year.

7.2 Technical Exhibit 2 - Deliverables Schedule

Deliverables Frequency Number of Copies Medium/Format Submit To

Invoice with comprehensive data including dates of service(s), type(s) of service(s), serviced equipment serial numbers, findings and recommended corrective actions.

At the conclusion of every preventative maintenance (once every six months).

One (1) copy due within thirty (30) calendar days of completion of preventative maintenance.

Email and attach PDF signed by technician(s) who performed PM services.

Email to:

david.t.hudak.civ@army.mil

Invoice with comprehensive data including dates of repair(s), type(s) of repair(s), repaired equipment serial numbers, and findings.

Within thirty (30) calendar days upon completion of unscheduled/remedial repairs

One (1) copy.

Email and attach (pdf) included in Wide Area Work Flow (WAWF).

Upon completion of semi-annual preventative maintenance, the contractor shall provide a detailed report.

completion of semi-annual preventative maintenance, Email with pdf attachment.

Upon completion of repairs the Contractor shall provide a detailed report of findings and corrective actions.

completion of repairs.

Schedule for semi-annual preventative maintenance, oil testing and oil changes, and load bank testing.

award of contract.

Upon completion, the Contractor shall provide a detailed report and analysis of the oil testing results.

completion of oil testing and oil changes.

Upon completion, the Contractor shall provide a detailed report and analysis of the load bank testing results.

completion of load bank testing.

mailto:david.t.hudak.civ@army.mil mailto:david.t.hudak.civ@army.mil mailto:david.t.hudak.civ@army.mil mailto:david.t.hudak.civ@army.mil