Draft PWS-RMMR Program 20220221.pdf

NOTE: Do not process these instructions with the final PWS package. This Performance Work Statement (PWS) consists of requirements for bidding purposes for use on all task orders. When editing this PWS template edit as necessary to meet regional or site-specific requirements by adding, deleting, or revising text. For bracketed items in italics, choose applicable item(s) or insert appropriate information as it applies to the task order. Remove information and requirements not required to meet the specified task order, regardless of brackets. Confirm Appendices used are validated throughout the PWS.

FUEL PROGRAM RECURRING MAINTENANCE AND MINOR REPAIR

[FOR MARINE LOADING ARMS]

PERFORMANCE WORK STATEMENT

ALL REGIONAL DIVISIONS

[SAD, SWD, SPD, NAD, NWD, LRD, POH, POJ, POD, MLA]

DD MONTH YYYY

U. S. Army Engineering and Support Center

Huntsville, Alabama

TABLE OF CONTENTS

PERFORMANCE WORK STATEMENT

Section 1 – General Information Section 2 – Definitions Section 3 – Maintenance Activities and Submittals Section 4 – Applicable Criteria Section 5 –Performance Requirements Summary

Appendices

Appendix A – Recurring Maintenance and Service Order Process Requirements

• Attachment 1 Service Order Form

• Attachment 2 Contractor Travel Expense Report

Appendix B – Reporting Requirements and Templates

• Attachment 1: Three Week Look Ahead Schedule Template

• Attachment 2: Monthly Report Template

• Attachment 3: Recurring Maintenance Report Template

• Attachment 4: Service Order Tracker

Appendix C – Task Order Specifications

• 01 33 00 Submittal Procedures

• 01 35 26 Governmental Safety Requirements

• 01 45 00.00 10 Quality Control

• 01 45 00.15 10 Resident Management System Contractor Mode (RMSCM)

• 01 78 23 Operation and Maintenance Data

• Fuels Program Requirements - Joint Sealant and Crack Repair

Appendix D – Antiterrorism/Operations Security Compliance

Appendix E – Sample Installation Status Reports

Appendix F – Facility Maintenance Plan Template

Appendix G – UFC 3-460-03 Maintenance Table

Appendix H – Minor Repairs Incidental to Maintenance Activities

Appendix I – Contract Site List and Support Level

Appendix J – Existing Recurring Maintenance Schedules

Appendix K – Real Property / Equipment Data

Appendix L – Existing Component Inventory

[Appendix M – Site Operation and Maintenance Manuals/Site Schematics]

[Appendix N – Climatic Conditions for Oconus Regions]

SECTION 1 – GENERAL INFORMATION

1.0 Introduction

The Fuels Recurring Maintenance and Minor Repair (RMMR) program is a comprehensive maintenance program that provides vital maintenance and repair services to the United States Government to sustain a worldwide robust fueling capability in support of federal petroleum facilities and petroleum systems. The program is divided in two distinct services, Recurring Maintenance and Minor Repair.

The Recurring Maintenance (RM) follows the current Unified Facilities Criteria (UFC) 3-460-03, general inspection and maintenance criteria for military land-based liquid petroleum fuel facilities. These criteria are applicable to all branches of the Department of Defense (DoD) and the Defense Logistics Agency (DLA).

This contract requires a Contractor experienced in repair, maintenance, and operation of federal petroleum facilities and petroleum systems ensuring those systems are in compliance with codes, criteria, regulations, and laws of the United States/host nation (local and national). UFC 3-460-03 applies to all real property facilities used for storing, distributing, and dispensing fuels for reciprocating and jet engine aircraft, automotive fuels, lubricating oils, and diesel fuel. In addition to a well-maintained system or facility, the RM portions will return written reports detailing systems evaluated, corrective actions taken, and documenting facility, system, and component deficiencies.

The Minor Repair (MR) provides a contract vehicle for corrective action of deficiencies to petroleum facilities, petroleum systems, and supporting Defense Logistics Agency (DLA) capitalized facilities as well as emergency response capability to ensure the safe and reliable accomplishment of the applicable fuels delivery mission. Other repairs may be requested by each DLA Capitalized Site for components, equipment, or systems in support of fuels delivery mission.

This contracting effort is part of a continuously improving Government approach to providing effective fuel systems Recurring Maintenance and Minor Repair Services. The Government recognizes a successful RMMR Contractor as one that takes ownership of the physical condition of the assigned Installation fuel delivery systems, executes continuous process improvement to increase efficiencies and reduce cost, and establishes a responsive rapport with Installation representatives, the USACE program management office, and the DLA customer program managers.

[Example to use for MLA Task Order:

The Fuels Recurring Maintenance and Minor Repair (RMMR) Program is a comprehensive maintenance program that provides vital maintenance and repair services to the United States Government to sustain a worldwide robust fueling capability in support of federal petroleum facilities and petroleum systems.

This Recurring Maintenance and Minor Repair task order will only provide maintenance and repair to the Marine Loading Arms (MLAs) to include the main isolation valve at the base of each MLA, stripper pump and its associated piping until it connects into the main piping, and the operational controls to include the hydraulic power unit for the MLA.

Similar to other Fuels Recurring Maintenance and Minor Repair task orders also managed by U.S. Army Engineering and Support Center Huntsville, Alabama, this contract vehicle also provides quarterly, semi-annual, and annual maintenance service for capitalized Installation level real property. The MLA RMMR and other Fuels RMMR task orders although similar in tasks perform maintenance and repair on different petroleum facilities and petroleum systems. These RMMR task orders awarded through the U.S. Army Engineering and Support Center Huntsville, Alabama are managed by one Project Development Team (PDT) providing a streamline approach to communication between the task orders and clarifying demarcation points.

The Fuels RMMR program is divided in two distinct services, Recurring Maintenance and Minor Repair.

The Recurring Maintenance (RM) service follows the current Unified Facilities Criteria (UFC) 3-460-03, general inspection and maintenance criteria for military land-based liquid petroleum fuel facilities. These criteria are applicable to all branches of the Department of Defense (DoD) and the Defense Logistics Agency (DLA) worldwide. This contract requires a Contractor experienced in repair, maintenance, and operation of petroleum facilities and petroleum systems ensuring those systems are in compliance with codes, criteria, regulations, and laws of the United States/host nation (local and national). The Contractor shall have specialized experience in the maintenance and/or repair of Marine Loading Arms (MLA) to be considered for contract award. UFC 3-460-03 applies to all real property facilities used for storing, distributing, and dispensing fuels for reciprocating and jet engine aircraft, automotive fuels, lubricating oils, and diesel fuel. In addition to a well-maintained system or facility, the RM portions will return written reports detailing systems evaluated, corrective actions taken, and documenting facility, system, and component deficiencies. The term petroleum facilities used throughout this PWS includes Marine Loading Arms as per the Real Property Inventory.

The Minor Repair (MR) service provides a contract vehicle for corrective action of deficiencies to petroleum facilities, petroleum systems, and supporting Defense Logistics Agency (DLA) capitalized facilities as well as emergency response capability to ensure the safe and reliable accomplishment of the applicable fuels delivery mission. Other repairs may be requested by each DLA Capitalized Site for components, equipment, or systems in support of fuels delivery mission.

This contracting effort is part of a continuously improving Government approach to providing effective fuel systems Recurring Maintenance and Minor Repair Services. The Government recognizes a successful RMMR Contractor as one that takes ownership of the physical condition of the assigned Installation fuel delivery systems, executes continuous process improvement to increase efficiencies and reduce cost, and establishes a responsive rapport with Installation representatives, the USACE program management office, and the DLA customer program managers.]

1.1 Purpose

The purpose of this contract is to provide all required Recurring Maintenance and Minor Repairs Services identified through a Facility Maintenance Plan (FMP) prepared by the Contractor to provide pertinent details of how the Contractor will perform Maintenance, Emergency Repair, Minor Repair, and provide a program of Records Management for petroleum facilities, petroleum systems, and supporting DLA Capitalized facilities on Government Installations in compliance with all codes, criteria, regulations, laws of the United States (local, state, and federal), and/or host nation laws as applicable. The Contractor must provide all labor, management, supervision, Quality Control, transportation, supplies, vehicles, tools, materials, facilities, equipment, and incidentals necessary to conduct work described in this Performance Work Statement (PWS).

Preventive maintenance (recurring maintenance) tasks are defined as recurring, periodic, or scheduled work to preserve a system or facility by preventing its deterioration, prevent component failure, prevent unscheduled outages, and identify components requiring replacement or repair. Maintenance tasks involve routine inspections, testing of petroleum fuel systems, and identifying required repairs.

Maintenance tasks help ensure product quality, safe working conditions, and environmental protection.

Minor Repair is defined as the restoration of a real property to such a condition that it may effectively be utilized for its designated purpose by overhaul, re-processing or replacement of constituent parts or materials that have deteriorated by action or elements or usage and that have not been corrected through maintenance.

Periodic testing of systems/components, on a quarterly, semi-annual, and annual basis as described in Appendix G of this PWS are included within the definition of maintenance and repair.

Minor and Emergency Repair requirements are described in Appendix A, Service Order Process Requirements. The award for services under this scope of work will be limited to the services identified in the contract line items awarded in the contract and its modifications.

1.2 Scope and Authority

The Contractor must properly maintain and repair federally funded petroleum facilities and petroleum systems in order to provide compliance with applicable codes, criteria, and federal, state, local and/or host nation regulations. The list of Sites, facilities, and equipment/components included in this order are identified in Appendices I, J, and K. The Contractor must provide all labor, management, supervision, Quality Control, transportation, supplies, vehicles, tools, materials, facilities, equipment, and incidentals necessary to conduct work described in this PWS.

The Government reserves the right to perform the following as in scope modifications to the contract:

A. Add, remove, or realign Installations/Sites to or from the initial Installation/Site list.

B. Add or remove facilities/equipment to or from the initial facility list.

C. Add or remove services performed at any Installation/Site.

These additions/deletions will be considered in scope and will be performed as a contract modification to be negotiated between the Government and Contractor.

Additionally, repair activities may be performed by Service Order at the included Installations/Sites on Capitalized assets not specifically identified on the Government provided Real Property Inventory if approved by the Contracting Officer until a contract modification can be completed.

The anticipated services start dates for all Sites will receive service at contract award or as per KO directive. For sites with an anticipated start date after contract award will be issued a notice to proceed (NTP) by the Contracting Officer (KO) before services can begin.

1.2.1 Centrally Managed Programs

The Government utilizes Centrally Managed Programs (CMP’s) to perform work on certain systems/components of the petroleum facilities within the Installations. Contractors performing work under its CMP have primacy over any maintenance/repair/inspection conflict and/or overlap at any federally funded petroleum facility. Therefore, any Contractor performing work under this contract should concede authority and allow the CMP Contractor to perform the required maintenance/repair/inspection work at the designated facility. The Contractor will contact the KO within 48 hours of identification of a conflict.

The following are centrally managed programs applicable to fuel systems and further details are provided in the current version of UFC 3-460-03.

Tank Integrity Management Program, Pipeline Integrity Management Program, Cathodic Protection System Integrity Management Program, Maritime Fuel Facilities/Piers Program, Marine Loading Arm Program, Underwater Hose Program, Dredging Program, Rails Program, Demolition Program, Automated Fuel Handling Equipment/Automatic Tank Gauging Program.

The Contractor must advise the Contracting Officer (KO) or the Contracting Officer’s Representative (COR) of significant, unforeseen site conditions affecting this contract within 24 hours of discovery or before departing the Site if the departure is scheduled for less than 24 hours from the discovery of the unforeseen site condition. The Contractor must take appropriate measures to obtain clarification of any direction or contract requirement which is not fully understood and incorporate such information into the work being performed.

1.2.2 Performance Timeframe Requirements

The Contractor will be evaluated on meeting all timelines in accordance with this PWS. Deliverables throughout this PWS have been captured in Appendix C Section 01 33 00 Submittal Procedures- Attachment 1 Submittal Requirements. Contractor performance assessment items can be found in Section 5 of this PWS.

1.2.3 Post Award Meeting

A post award meeting will be held at US Army Corps of Engineers office in Huntsville, Alabama before the start of work, and prior to acceptance by the Government of the QC Plan at the discretion of the KO.

The purpose of this meeting is for the Contractor to meet with the USACE Project Team, to include the KO or designated contract specialist, Program Manager, and other Authorized Representatives, to discuss the PWS and the Contractor’s plan for performing the service in an acceptable manner, and discuss the Contractor's quality control and safety program. At a minimum the Contractor team members physically attending this meeting must include the Project Manager, Contracts Manager, Quality Control Manager and Safety Manager. Additional team members may attend in person or via teleconference such as Project Engineer, Site Manager or Maintenance Manager, however, must be explained within the Contractor’s Basis of Estimate. This meeting will be held within fourteen (14) calendar days of the Effective Date of this contract.

1.2.4 Kickoff Meeting

The Contractor must participate in a Kickoff Meeting via teleconference with each Site included in this contract. The following Contractor personnel including the Project Manager, Project Engineer, Safety Manager, Quality Control Manager, and Site Manager shall be required to attend these meetings.

[The Contractor must physically participate in an onsite Kickoff Meeting at the following sites: XXX, XXX, XXX. The following Contractor personnel including the Project Manager, Deputy Project Manager, Project Engineer, Safety Manager, Quality Control Manager, and Site Manager shall be required to attend these onsite meetings.] The Kickoff Meetings will be coordinated by the Government. The Contractor must assume that the first kickoff meeting will occur seven (7) calendar days after contract Post Award Conference and that kickoff meetings for all Sites receiving NTP at task order award will be completed no later than twenty

(20) calendar days after contract Post Award Conference for scheduling purposes.

1.2.5 Initial Site Visits

The Contractor must submit a preliminary schedule of Initial Site Visits (ISV) for KO or COR approval seven (7) calendar days prior to the Post Award Meeting. Include initial Schedule with Transition Plan.

Initial Site Visits must not be performed prior to the kickoff meeting for each Site. The Initial Site Visit must be performed within 90 calendar days of notice to proceed for each Site. The Anticipated Service Start Date is the anticipated NTP date for the execution of Maintenance and Repair Services.

Appendix K includes real property inventory of assets with a Real Property Unique Identifier (RPUID) of each asset for all branches of service included in this task order. Real property assets are collected using the following databases for each branch of service:

A. Army – GFEBS/PRIDE

B. Navy - iNFADS C. Air Force - ACESRPFM/NEXGEN

D. DLA – EBS

EBS gathers assets from each branch of service’s database along with additional DLA Capitalized real property assets not identified elsewhere. The RPUID identifies a single asset (facility, system, or equipment) that has been or will be funded by DLA and is included in this task order.

This task order includes all real property inventory records (as indicated above) to ensure the contractor has the most up to date information given at time of solicitation. The US Army Engineering and Support Center, Huntsville is not the owner of these databases, the information from these systems is collected and provided as part of the task order to ensure no asset is omitted.

The contractor must crosswalk between each real property asset database, using the RPUID as a reference, with the understanding there may be discrepancies or duplications between each real property database. Understanding, crosswalking, and consolidating the real property assets should be performed prior to conducting the ISV for each site.

The Contractor must perform the following activities:

A. Become familiar with the Site.

B. Meet the QAE and other relevant Site personnel.

C. Review and validate the previous RMMR report for Site with the QAE (provided after award for information only).

• Determine if previous RMMR report includes all systems, equipment, and components.

• Identify any Service Orders that may need to be initiated off the previous RMMR report or witnessed conditions.

D. Compile a list of potential Service Orders (jointly with the QAE).

E. Develop a new/updated Recurring Maintenance schedule based on Government provided information as well as requirements found while onsite. As per paragraph 1.13.2, The Contractor must perform recurring maintenance, including irregular interval maintenance, according to the last applicable maintenance schedules for the locations included in this contract until final maintenance schedules are developed by the Contractor and approved by the Government. Maintenance activities must occur regardless of the kickoff meeting, initial site visit, or facility maintenance plan. [irregular interval maintenance is not used with MLA Task Order]

F. Obtain all information required to prepare the Facility Maintenance Plan.

G. Perform facility, system, and equipment component inventory for all petroleum facilities, petroleum systems, and supporting DLA capitalized facilities, components, equipment, and systems in support of fuels delivery mission, regardless of whether RM activities are required for that equipment by this contract. This information must be provided as part of the Facility Maintenance Plan. The recurring maintenance requirements in UFC 3-460-03 are the primary reference for all the inclusion of assets, equipment, and components in the Facility Maintenance Plan. For each component, identify the applicable UFC section or Manufacturer

Recommendation in the Facility Maintenance Plan.

NOTE: Supporting DLA capitalized components, equipment, and systems may require coordination with each Installation to gain access to areas such as roofs, mechanical rooms, electrical rooms, etc. This shall be addressed in the Communication Plan tab of the FMP (provided post award) and noted within Operator/equipment requirements column of the Government provided FMP template. Supporting DLA components, equipment, and systems may include but are not limited to HVAC equipment supporting the Operations Building, Fire Protection Systems located in mechanical rooms or pump rooms, Generators behind locked gates, etc. It is the Contractor’s responsibility to coordinate with the QAE to ensure access is available prior to arriving to each Site to properly conduct the ISV and capture all required data.

[This NOTE is not used for MLA Task Order]

H. The Contractor shall advise the Government within five (5) business days from each ISV of any variances with the Government provided inventory included in this PWS. Refer to paragraph 3.1 for final submission requirements of inventory.

1.3 Public Disclosures

The Contractor must make no public announcement or disclosure relative to information contained or developed under this contract, except as authorized by the KO or the COR.

1.4 Cost and Pricing Data

The Contractor must submit material, labor, equipment and other cost and pricing data sufficiently detailed (unit cost, unit quantities, labor hours, labor personnel titles, labor personnel descriptions, labor rates, equipment type, equipment quantity, equipment rates) to substantiate any costs proposed for this requirement.

The Government’s expectation when pricing Recurring Maintenance (Quarterly, Semi-Annual, Annual, & Irregular) [Irregular is not use for MLA] is to price a level of effort for each Site as described in this PWS and UFC 3-460-03. The level of effort proposed should capture costs for performing recurring maintenance on assets, as identified in Appendix K, supporting the fueling mission. The Government provided component list should be used as a tool in assisting with this effort however, some assets have not been captured in component level detail. If component level detail is not available, the contractor can refer to the most current version of UFC 3-460-01 and UFC 3-460-03 to assist in identifying required components of a facility or system.

ALL petroleum facilities, systems, and equipment listed in Appendix K for each Site must be captured in the level of effort price proposed. Pricing assumptions must be included in the Contractor's basis of estimate.

All labor categories listed in the Contractor’s proposal shall be on the Contractor’s GSA Schedule Price List, NO EXCEPTIONS. The Total Billing Rate of the labor category shall not exceed the rate on the Contractor’s GSA Price List. If the Contractor has multiple rates or differing levels for a particular labor category, add additional rows to the pricing worksheet to display the differing rates and levels. The Contractor is encouraged to provide discounts.

The labor rates proposed for particular trades are fully burdened rates and include all common and specialty hand tools for the particular trades as part of the overhead.

In addition to ensuring the labor category is included in the Contractor’s GSA Price List, the category must meet and comply with the Fuels labor category titles, descriptions, and PWS requirements, NO

EXCEPTIONS.

Pricing requirements for Service Orders are specified in Appendix A.

The Contracting officer may ask for other than certified price and costing data to determine price reasonableness for Service Orders.

1.5 Personnel Requirements

The Contractor must provide personnel possessing the skills, knowledge, and training to satisfactorily perform the services required by this contract. Personnel performing work under this Performance Work Statement will remain employees of the Contractor (or Subcontractor) and will not be considered employees of the Government. Subcontractor personnel, if utilized, must be capable of performing position duties as if employed by the prime Contractor, who will have responsibility to provide subcontracted services equivalent to prime contract personnel.

The Contractor is allowed to subcontract work (unless otherwise specified), self-perform work, or a combination of both. The Contractor must ensure that all technicians are qualified to perform the work.

The Contractor will be responsible for achieving response requirements for multiple simultaneous field actions while maintaining capability for potential emergency repairs, and still performing required field actions within the period available so as to minimize impacts on facility mission requirements. Prime and Subcontractor personnel must be able to obtain Site access to include acquisition of necessary credentials and/or security clearance.

The Contractor will supplement these required personnel with the appropriate level of administrative and maintenance personnel to effectively manage the contract requirements.

All full-time employees of the Contractor must be included in the firm fixed price for both onsite and offsite activities.

Refer to contract clauses and Appendix D for Antiterrorism/Operations Security Compliance [and OCONUS Security, Travel, and Clearance] requirements.

1.5.1 Prime Contractor Qualifications

The prime Contractor will be solely responsible for the fulfillment of the requirements of this contract and will be the sole contact except as agreed to in advance. The Contractor must have, as a minimum, the following qualifications:

A. Experience in maintenance and repair of petroleum fuel storage and distribution facilities.

B. Working knowledge of U.S. and host nation practices for the operation, inspection, maintenance, repair, and testing of petroleum facilities; and U.S. and host nation practices for the environmental protection requirements for petroleum facilities.

C. Demonstrated Project Management, scheduling and engineering capabilities to execute the requirements of this PWS.

1.5.2 Subcontractor Qualifications

The Contractor may use subcontractors for maintenance and/or repair. These agreements are between the prime and sub and any service provided must be included on the prime Contractor’s GSA schedule.

All required subcontractor certifications must be maintained by the prime Contractor and updated upon expiration. Subcontractor qualifications must be approved by the prime Contractor prior to the start of any work activity. Copies of required certifications must be provided to the Government within one

(1) business day of request or submitted as part of Service Order Portfolio.

1.5.3 Project Manager

The Project Manager must be an employee of the prime Contractor and will be the party responsible for the overall performance of the contract and will report to the program manager or other corporate officer of the Contractor.

The Project Manager must have a minimum of five (5) years of experience in management of projects performing maintenance and repair. Acceptable experience includes managing maintenance and repair projects on petroleum facilities similar to those facilities specified herein, in a complex maintenance environment, in commercial construction of petroleum facilities, or military construction/maintenance contracts. The Project Manager must have experience planning and executing projects, to include managing multiple projects simultaneously throughout their lifecycle including management of budget, schedule, and coordination of all technical requirements. The Project Manager must have knowledge of the applicable codes and criteria surrounding repair and maintenance of Petroleum, Oils, and Lubricants (POL) infrastructure and/or similar experience. The Project Manager must be able to convey information clearly in writing and orally in English.

This position is considered to be critical to the successful performance of this contract. Prior to replacing the person proposed for this position, the Contractor must obtain written consent of the KO. In order to obtain such consent, the Contractor must provide advance notice (ten business days unless there are mitigating circumstances deemed acceptable by the Government) of the proposed changes and must demonstrate that the qualifications of the proposed substitute personnel are generally equivalent to or better than the qualifications of the personnel being replaced.

The Project Manager’s resume must be submitted to the KO for approval. The Project Manager must have no other duties within or outside of this task order and must be a full-time employee dedicated to this task order.

1.5.3.1 Deputy Project Manager (when required by the Task Order) The prime Contractor must provide a Deputy Project Manager physically located in XXX for the duration of this contract. The Deputy Project Manager must be an employee of the prime Contractor and will be the party responsible for the overall activities of each site assisting and reporting directly to the Project Manager. The Deputy Project Manager will work closely with each Site Manager to ensure contract requirements and tasks are met.

The Deputy Project Manager shall have the same experience and knowledge requirements as the Project Manager and be able to convey information clearly in writing and orally in English.

This position is considered to be critical to the successful performance of this task order due to the geographical constraints of each site. Prior to replacing the person proposed for this position, the Contractor must obtain written consent of the KO. In order to obtain such consent, the Contractor must provide advance notice (ten business days unless there are mitigating circumstances deemed acceptable by the Government) of the proposed changes and must demonstrate that the qualifications of the proposed substitute personnel are generally equivalent to or better than the qualifications of the personnel being replaced.

The Deputy Project Manager’s resume must be submitted to the KO for approval. The Deputy Project Manager must have no other duties outside of this task order and must be a full time employee dedicated to this task order.]

1.5.4 Quality Control Manager

The QC Manager must have a minimum of five (5) years of experience on Operation and Maintenance of Petroleum Fuel Systems. The QC Manager and Alternate QC Manager must comply with the requirements as identified in UFGS 01 45 00.00 10 Quality Control.

This position is considered to be critical to the successful performance of this contract. Prior to replacing the person proposed for this position, the Contractor must obtain written consent of the KO (ten business days unless there are mitigating circumstances deemed acceptable by the Government). In order to obtain such consent, the Contractor must provide advance notice of the proposed changes and must demonstrate that the qualifications of the proposed substitute personnel are generally equivalent to or better than the qualifications of the personnel being replaced.

The QC Manager must have no other duties within or outside of this task order and must be a full-time employee of the prime Contractor dedicated to this task order.

1.5.5 Project Engineer

The project engineer must be a graduate engineer with a minimum of three (3) years of experience on Operation and Maintenance of Petroleum Fuel Systems.

The project engineer must be responsible for overall technical acceptability of all maintenance and repair performed under the contract. The project engineer must review and technically approve all Service Orders and Work Plans submitted under the contract. The project engineer must be employed by the prime Contractor. The project engineer must be approved by the Government and any change in personnel must also be approved by the Government (ten business days prior unless there are mitigating circumstances deemed acceptable by the Government).

The Project Engineer is not required to be a full-time employee (FTE) dedicated to this task order and may have additional responsibilities either within or outside of this task order.

The Contractor must clearly identify who is responsible for this function and may not change their approach without KO approval.

1.5.6 Scheduler

The Contractor must designate a scheduler who is responsible for the preparation of the schedule and all required updating and production reports. The designated scheduler must have two years of experience developing schedules for projects similar in size and type to this task order. The scheduler is not required to be a dedicated position, but the Contractor must clearly identify who is responsible for this function and may not change their approach without KO approval. The Project Scheduler is not required to be a FTE dedicated to this task order and may have additional responsibilities either within or outside of this task order.

1.5.7 Maintenance Manager

The maintenance manager must be responsible for the Contractor’s overall approach for performing recurring maintenance activities required by this contract. This includes but is not limited to developing and documenting maintenance procedures as well as coordinating and scheduling maintenance events.

The maintenance manager is not required to be a FTE dedicated to this task order and may have additional responsibilities either within or outside of this task order. The Contractor must clearly identify who is responsible for this function and may not change their approach without KO approval.

1.5.8 Safety Manager

The requirements for the Safety Manager can be found in Section 01 35 26 Governmental Safety Requirements. This position is considered to be critical to the successful performance of this contract.

Prior to replacing the person proposed for this position, the Contractor must obtain written consent of the KO. In order to obtain such consent, the Contractor must provide advance notice (ten business days prior unless there are mitigating circumstances deemed acceptable by the Government) of the proposed changes and must demonstrate that the qualifications of the proposed substitute personnel are generally equivalent to or better than the qualifications of the personnel being replaced. The safety manager must personally digitally sign all Service Orders on the SO form. The signature must include the date.

The Safety Manager must have no other duties within or outside of this task order and must be a full-time employee of the prime Contractor dedicated to this task order.

1.5.9 Site Manager

The prime Contractor must provide a minimum of two (2) Site Managers [edit number of site managers as applicable] that are an employee of the prime Contractor. The Site Managers will be responsible for the Sites included in this contract. The Contractor shall designate which Sites each Site Manager will be responsible for. The physical location of the Site Managers must be considered so all duties and travel restrictions can be met with ease for each geographical Site indicated in this PWS.

[The Site Managers shall be physically located on XXX in support of all XXX sites and any other sites designated by the Contractor. The physical location of the second site manager must be considered so all duties as indicated below can be met with ease due to the geographical constraints of each site indicated in this PWS.]

The Site Manager(s) must be on-site during the following activities at the Sites under their responsibility.

A. All Recurring Maintenance activities.

B. During all medium and high complex repair work [During all repair work]

The Site Manager(s) must perform the following tasks: oversee all prime and sub-Contractor activities, ensure compliance with all applicable construction codes, standards and local regulations, ensure on-site quality control, ensure on-site safety requirements are met, coordinate on-site logistics by direct communication with the QAEs and other Government personnel, and be responsible for all on-site and Contractor controlled documentation. Site Managers must comply with the requirements as identified in UFGS 01 45 00.00 10 Quality Control.

The Site Manager(s) must have a minimum of five (5) years of experience in performing liquid fuels maintenance or construction on various types of fuel systems that can include marine loading arms, bulk fuel facilities, hot pit fueling systems, gas station dispensing systems, cathodic protection systems, and leak detection systems. Three (3) years of experience must be Site Management or Construction Management experience.

Each Site Manager must be dedicated to their assigned group of Sites and the Contractor must identify Site Manager Site assignments. Each required Site Manager must be a full-time employee with no other duties outside this task order. Site Managers proposed in addition to the minimum requirements of this PWS may have duties outside of this task order, but all other requirements apply.

Prior to replacing the person proposed for this position, the Contractor must obtain written consent of the KO. In order to obtain such consent, the Contractor must provide advance notice (ten business days prior unless there are mitigating circumstances deemed acceptable by the Government) of the proposed changes and must demonstrate that the qualifications of the proposed substitute personnel are generally equivalent to or better than the qualifications of the personnel being replaced.

1.5.10 Safety/SSHO/Safety Competent Qualified Individual

Reference Section 01 35 26 Governmental Safety Requirements.

1.5.11 Site Supervisor [When required by the Task Order]

The contractor must designate a site supervisor who will have a physical presence at the site during low complex service order repair work. The Site Supervisor is not required to be an employee of the prime contractor. The site supervisor will be responsible for all repair related activities at the site and be responsible for reporting daily activities to the Site Manager. Site Supervisors must comply with the requirements as identified in UFGS 01 45 00.00 10 Quality Control. The QC Manager must maintain a list of approved Site Supervisors which may be requested at any time by the government.

The site supervisor must have a minimum of five (5) years of experience in performing liquid fuels maintenance on various types of fuel systems to include bulk fuel facilities, hot fueling fuel systems, gas station dispensing systems, cathodic protection systems, and leak detection systems. Three (3) years of experience must be supervisory experience.

Prior to replacing the person proposed for this position, the contractor must obtain written consent of the KO. In order to obtain such consent, the contractor must provide advance notice (10 business days prior unless there are mitigating circumstances deemed acceptable by the Government) of the proposed changes and must demonstrate that the qualifications of the proposed substitute personnel are generally equivalent to or better than the qualifications of the personnel being replaced.

1.6 Safety

The Contractor must comply with the latest version of U.S. Army Corps of Engineers (USACE) Safety and Health Requirements Manual 385-1-1 (EM 385-1-1), including any interim revisions, in effect at the time this solicitation is issued and during subsequent award in addition to the requirements described in Section 01 35 26 Governmental Safety Requirements.

Confined space entry (CSE) may be required for some sites to complete Recurring Maintenance an/or Minor Repair. Sites include:

[Example of Confined Space or Other Safety Requirements

Site Code Site Name Confined Space or other

Safety Requirements

ABC Site Name Confined Space requirements for USTs, Bulk Storage Tanks and Hydrant Fuel Pits, see component list for detail.

DEF Site Name Confined Space requirements for Bulk Storage Tanks, see component list for detail.

GHI Site Name Not Applicable

JKL Site Name Confined Space requirements for all vaults.

1.7 Quality Control

The Contractor shall comply with Section 01 45 00.00 10 Quality Control.

1.8 Hours of Operation

Hours of Operation - All maintenance, repair, and testing services must be provided during the normal duty hours of each applicable Installation, excluding legal Federal holidays or National Holidays (OCONUS). The Contractor must submit to the Government a written request to deviate from normal duty hours at least ten (10) business days prior to off-hour work. Special allowance may be made for emergency response work.

1.9 Additional Personnel Requirements

1.9.1 Conduct of Personnel

The KO may remove any Contractor or Subcontractor employee working under this contract for reasons of misconduct, security, or if any employee is found to be or suspected to be under the influence of alcohol, drugs, or other incapacitating agent. The Contractor’s employees will be subject to dismissal from any Government Installation upon determination by the KO that such action is in the best interests of the Government. Such removal will not be the basis for a claim by the Contractor and will not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required herein. Refer to Appendix D for further security requirements.

1.9.2 Security Requirements

The Contractor’s personnel or any representative of the Contractor entering the Installations where the job sites are located under this contract must abide by all security regulations of the Installation and will be subject to security checks. All prime and subcontract employees that will access a military Installation more than once every six months are required to secure a Common Access Card (CAC).

Additional access requirements may apply, and the Contractor is responsible for complying with all Installation requirements. If anyone is to access the Installation network, then this must be identified in the CAC request and will require additional approval by the Installation.

1.9.3 Installation Access

The Contractor must comply with each installation’s access [and SOFA] requirements and as described in Appendix D. Government furnished identification must be returned to the Government within fourteen (14) calendar days of the employee ceasing to perform work for the Contractor under this contract.

1.9.4 Contractor Personnel Identification

Seven (7) calendar days after contract award, the Contractor must submit to the KO or his/her designated representative, in writing, the names, telephone numbers, and work assignments of the Contractor representative, alternate, management, and supervisory personnel scheduled to perform work under this contract. The submission shall be included in the Contractor’s Transition Plan, refer to paragraph 1.25.1, include an organizational chart showing where the personnel fit in the organization and the lines of authority to the senior corporate officer who will make decisions related to this contract. The Contractor must comply with all requirements as described in Appendix D.

The Contractor must submit to the KO or his/her designated representative written list of employees who will perform work under this PWS. This list will include each employee's name, work assignment, training, certification, qualifications, and experience. Resumes must be submitted meeting all requirements of paragraph 1.5 and its subsections. The submission shall be included in the Contractor’s Transition Plan, refer to paragraph 1.25.1.

The Contractor must submit in writing any changes in staff for Government approval ten (10) business days prior to implementation of the change.

1.9.5 Antiterrorism/Operations Security Compliance

The Contractor must comply with the requirements described in Appendix D Antiterrorism/Operations Security Compliance [and OCONUS Security, Travel, and Clearance Requirements].

1.10 Written Records

The Contractor must provide a written record of all conferences, meetings, discussions, verbal directions, telephone conversations, etc., with Government representative(s) relative to this contract in which the Contractor and/or a designated representative(s) participates. These records must be dated and must identify the contract number and the paragraph references, if applicable, participating personnel, subject discussed, and conclusions reached. Meeting minutes and verbal direction must be submitted via RMS CM as correspondence within five (5) calendar days of occurrence.

1.11 Maintenance Records

The contractor must create and maintain onsite maintenance records in support of fueling missions for each Site. These items are identified in the PWS Appendix G. The contractor is responsible for providing updates to existing Maintenance Records based on current conditions clarifying equipment, components, manufacturer information, inclusion of Component Unique Identifier (CUID), and other updates as required. The contractor shall provide maintenance records of newly installed equipment, assemblies, and subassemblies. Compile, prepare, maintain, and aggregate into one Maintenance Binder all existing and new records to include all items indicated below.

The records must include, but not be limited to:

A. Facility Maintenance Plan and Inventory Records.

B. Operation and Maintenance Data as per UFGS 01 78 23.

C. Guarantee/warranty on all equipment and materials furnished by the Contractor.

D. As-Built Drawings or Schematics if provided by the Installation. The Contractor is required to update any provided as-built drawings or schematics to incorporate revisions due to work performed under this contract. As-built drawing and schematic updates will be completed by Service Order as required by the Government.

E. Make, model, size, capacity, serial number, date installed, and age of each facility asset, including real property information.

F. Dates of inspection, maintenance, and repair work performed.

G. Up to date maintenance, inspection, and repair schedule.

H. All recurring maintenance reports including documentation of testing, calibration, and completed maintenance tasks for each facility asset identified in the FMP.

I. Facility deficiency list with repair status.

J. Copies of all permits, certifications, and state inspection reports that are related to the execution of maintenance tasks of this contract.

K. Computer Maintenance Management System (CMMS) report documenting all maintenance and minor repairs performed.

Maintenance records must be provided within 30 calendar days of completion of each Initial Site Visit and maintained thereafter. The contractor must develop and deliver hard copy binders and digital binders of maintenance records of each Site to the QAE. Digital binders must be updated and distributed to the QAE and USACE HNC 30 calendar days after each maintenance visit and no less than quarterly for Sites receiving annual maintenance only. Include updated Maintenance Records as part of the Transition from Option Years and at Contract Closeout. Hard copies must be included in binders at next recurring maintenance event or follow on Service Order. Submit digital binders to USACE HNC using RMS.

Provide compact disks (CD) or data digital versatile disk (DVD) as appropriate to each QAE, so that each one contains all maintenance record files.

Provide the following information on the disk label and disk holder or case:

A. Facility Number

B. Contract Title

C. Installation Name, Site Name, and Location

D. Prepared For: (Contracting Agency)

E. Prepared By: (Name, title, phone number and email address)

F. Include the disk content on the disk label

G. Date

Maintenance records must also be maintained and updated within the contractor’s CMMS. In the event no changes are identified during the maintenance visit, the updated maintenance record must document that no changes were identified.

The contractor’s staff must always have access to the contractor’s copy (either electronic or hardcopy) while onsite. The contractor must not depend on using the copies (either electronic or hardcopy) provided to the Government.

1.12 Site Specific Requirements

The Contractor must prepare and submit all documentation relating to the maintenance and repair of facilities and systems included herein that is required by any local, state, international, or federal regulation or regulatory body. All employees including Subcontractors must hold all applicable certifications for the work being performed. All required certifications must be submitted to the Government upon request.

[Example of Site Specific Requirements

Site Code

Site Name Special considerations or local requirements

Others

ABC Site name Fuel truck required to calibrate meters. Site is responsible for providing truck during calibration.

Site #2 is approx. one hour from main installation.

DEF Site name Receipt Barge required to calibrate pier receipt meters.

GHI Site name SRM project ongoing until 15 July 20XX. Stop work has been implemented until SRM is complete.

JKL Site name Ferry required to reach Leeward locations to include: 2321, 587, 588, 1569, 1521, and JP5 storage area including tanks 527, 528, 602, and 603.

Access to the installation is challenging due to AMC, Navy, and USSOUTHCOM travel policies.

Requires a 3 to 4 weeks advance notice for lodging. Travelers also have to send personal information for commander's approval. This is subject to change due to travel policies.

Access to the installation and specific sites is the same for both RM and MR teams.

Master Meter Required

Shipping is only possible via the resupply barge departing Blount Island in Jacksonville, FL every 2 weeks or the USPS. Any shipments destined for the barge must be received at the port a minimum of 7 days prior to sailing.

MNO Site Name Drawing down fuel…