Draft - RMMR PWS.pdf

FUEL PROGRAM RECURRING MAINTENANCE AND MINOR REPAIR

PERFORMANCE WORK STATEMENT

ALL REGIONAL DIVISIONS

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

22 October 2024

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 – Contract 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

I Appendix D – Antiterrorism/Operations Security Compliance and Installation Access

Appendix E – Sample Installation Status Reports

• ISR 14-Operational Fuel Facilities FY24

• ISR 15-Bulk Fuel Facilities FY24 20240902

Appendix F – Component Unique Identifier

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 I & J Combined in an Excel Spreadsheet)

Appendix J – Existing Recurring Maintenance Schedules (Appendix I & J Combined in an Excel Spreadsheet)

Appendix K – Real Property / Equipment Data (Provided in Excel)

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) program 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 requirement 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) program provides a vehicle for corrective action of deficiencies to petroleum facilities, petroleum systems, and supporting 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 requirement 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 United States Army Corp of Engineers (USACE) program management office, and the DLA customer program managers.

1.1 Purpose

The purpose of this requirement 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 award or as per Contracting Officer directive. For sites with an anticipated start date after contract award will be issued a notice to proceed (NTP) by the Contracting Officer before services can begin.

1.2.1 Centrally Managed Programs

The Government utilizes Centrally Managed Programs (CMPs) 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 requirement 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 Contracting Officer 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 or the Contracting Officer’s Representative (COR) of significant, unforeseen site conditions 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 Quality Control (QC) Plan at the discretion of the Contracting Officer. The purpose of this meeting is for the Contractor to meet with the USACE Project Team, to include the Contracting Officer 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 14 calendar days of the Effective Date.

1.2.4 Kickoff Meeting

The Contractor must participate in a Kickoff Meeting via teleconference with each Site. 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 calendar days after contract Post Award Conference and that kickoff meetings for all Sites receiving NTP at contract award will be completed no later than 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 Contracting Officer or COR approval seven 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. Real property assets are collected using the following databases for each branch of service:

A. Army – EBS B. Navy/Marine Corps - 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.

This requirement 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 Corps of Engineers and Support Center, Huntsville (CEHNC) is not the owner of these databases, the information from these systems is collected and provided 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, cross walking, and consolidating the real property assets should be performed prior to conducting the ISV for each site. The Government provided Facility Maintenance Plans shall be updated based on changes to Real Property as capitalized assets may have altered.

The Contractor must perform the following activities:

A. Become familiar with the Site.

B. Meet the Fuels Maintenance and Service Representative (FMSR) and other relevant Site personnel.

C. Review and validate the previous RMMR report for Site with the FMSR (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 FMSR).

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 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 requirement]

F. Obtain all information required to update the Facility Maintenance Plans. Contractor shall utilize the most current version of the FMP template.

G. Perform facility, system, and equipment component validation 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. This validation must be provided as part of the Facility Maintenance Plan refer to Paragraph 3.1. 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 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. 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 FMSR 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 requirement]

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, except as authorized by the Contracting Officer or the COR.

1.5.0 Prime Contractor Qualifications

The prime Contractor will be solely responsible for the fulfillment of the requirements 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.

1.5.1 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 in the prime Contractor’s Service Order Portfolio.

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

1.5.2 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 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. Prior to replacing the person proposed for this position, the Contractor must obtain written consent of the Contracting Officer. 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 Contracting Officer for approval. The Project Manager must have no other duties within or outside of the contract and must be a full-time employee.

1.5.2.1 Deputy Project Manager (when required)

The prime Contractor must provide a Deputy Project Manager physically located in XXX for the duration. 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 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 Contracting Officer. 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 Contracting Officer for approval. The Deputy Project Manager must have no other duties and must be a full-time employee.

1.5.3 Quality Control Manager (QC)

The QC Manager must have a minimum of five 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. Prior to replacing the person proposed for this position, the Contractor must obtain written consent of the Contracting Officer (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 and must be a full-time employee of the prime Contractor.

1.5.4 Project Engineer

The project engineer must be a graduate engineer with a minimum of three years of engineering experience on 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) and may have additional responsibilities.

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

1.5.5 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 requirement. 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 Contracting Officer approval. The Project Scheduler is not required to be an FTE dedicated and may have additional responsibilities.

1.5.6 Maintenance Manager

The maintenance manager must be responsible for the Contractor’s overall approach for performing recurring maintenance activities required. 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 an FTE and may have additional responsibilities. The Contractor must clearly identify who is responsible for this function and may not change their approach without Contracting Officer approval.

1.5.7 Safety Manager

The requirement for the Safety Manager can be found Appendix C, in Section 01 35 26 Governmental Safety Requirements. This position is considered to be critical to the successful performance of this requirement. Prior to replacing the person proposed for this position, the Contractor must obtain written consent of the Contracting Officer . 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 and must be a full-time employee of the prime Contractor.

1.5.8 Site Manager

The prime Contractor must provide a minimum of two 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 requirement. 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. Additional site managers (if proposed) that exceed the minimum requirements can be shared as needed across all sites included in the contract.

[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 complexity 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 FMSRs 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 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 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. Site Managers proposed in addition to the minimum requirements of this PWS may have duties, but all other requirements apply.

Prior to replacing the person proposed for this position, the Contractor must obtain written consent of the Contracting Officer . 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.

1.5.9 Safety/SSHO/Safety Competent Qualified Individual

Reference Appendix C, Section 01 35 26 Governmental Safety Requirements.

1.5.10 Site Supervisor [When required by the contract]

The contractor must designate a site supervisor who will have a physical presence at the site during low complexity 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 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 years of experience must be supervisory experience.

Prior to replacing the person proposed for this position, the contractor must obtain written consent of the

Contracting Officer. 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.

1.4 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. Refer to the existing Facility Maintenance Plans in Appendix L.

[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.

1.5 Quality Control

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

1.6 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 Outside the Contiguous United States (OCONUS). The Contractor must submit to the Government a written request to deviate from normal duty hours at least ten business days prior to off-hour work.

Special allowance may be made for emergency response work.

1.7 Additional Personnel Requirements

1.9.1 Conduct of Personnel

The Contracting Officer may remove any Contractor or Subcontractor employee working under this requirement 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 Contracting Officer 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 requirement 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 calendar days of the employee ceasing to perform work for the Contractor under this requirement.

1.9.4 Contractor Personnel Identification

Seven calendar days after contract award, the Contractor must submit to the Contracting Officer or their 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 requirement. 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 requirement. The Contractor must comply with all requirements as described in Appendix D.

The Contractor must submit to the Contracting Officer 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 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].

1.8 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 requirement 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 calendar days of occurrence.

1.9 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 component unique identifier CUID, per Appendix F, must be inserted in the FMPs and on the upper right corner of the first page of component specific documents (manufacturer O&M requirements, cut sheets, warranty documentation, etc.). 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 Maintenance Binder must include, but not be limited to:

A. Date Log of Maintenance Binder update with FMSR signature validating date received. In the event no changes are identified during the maintenance visit, the updated maintenance binder must document that no changes were identified.

B. Submittal Register

C. Facility Maintenance Plan to include all tabs

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

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

F. 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 requirement. As-built drawing and schematic updates will be completed by Service Order as required by the Government.

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

H. Updated facility deficiency list with repair status.

I. Recurring Maintenance Schedule to include dates, UFC frequencies (Q/SA/A), and QC Audits.

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

Contractor shall deliver initial digital and hard copy Maintenance Binders to the FMSR within 60 calendar days of completion of each Initial Site Visit and maintained thereafter. The FMSR must digitally sign off on the delivery of initial maintenance binders validating receipt. FMSR signed receipt of Maintenance Binders shall be provided to CEHNC via RMS. Maintenance Binders are a living document and repository of all maintenance activities performed throughout the life of the contract year.

Binders should be provided for each year in which the contract is active. If the 6-month extension is exercised, the contractor shall update the maintenance binder using the Final option year.

Digital and hard copy binders must be maintained on site by updating and distributing to the FMSRs 30 calendar days after each recurring maintenance visit, when any component has been replaced with new warranty item, or when data requires updating.

Within 30 calendar days after Period of Performance (POP) end date of each contract year, final digital and hard copy Maintenance Binders shall be provided to the FMSRs so that each one contains all maintenance record files conducted through the life cycle of each contract year. Each FMSR must sign off on the delivery of final maintenance binders validating receipt. Within five calendar days of FMSR signature and no later than 45 days after POP end date of each contract year, contractor shall submit Final digital binders and FMSR signed receipt to USACE HNC via RMS as part of the Transition from Base/Option Years and at Contract Closeout.

Maintenance binders must also be maintained and updated within the contractor’s Computer Maintenance Management System (CMMS).

1.10 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. In some cases, fuel system assets may route through areas outside the strict confines of military installations. These are normally on leased land or through easements that would typically include but not limited to pipelines, high/low point drains, pits, and sumps that facilitate conveyance of fuel from one military site to another. There may be recurring maintenance and minor repair requirements for these assets from time to time. As a result, there may be local government compliance and coordination requirements associated with this work.

[Example of Site Specific Requirements]

[Example for MLA requirement]

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 pipeline on the wharfs can be done, but it involves a lot of planning on both sides. At a minimum 3-4 months out before any work can start.

Anytime fuel pipeline/replacing valves jobs occur, KTR will need to have their own VAC TRUCK. Site is not able to have a vac truck on stand-by.

Yes, short notice operational shut down on piers due to munitions operations.

1.12.1 Climatic Conditions and Site Considerations

Japan. Overall weather conditions vary widely across the Japanese Archipelago, from hot, humid summers in the south on Okinawa, to cold, snowy winters in the north on Hokkaido (NIS, 1967). The country can be divided into four terrain zones: northern islands, western region, the eastern and southern regions, and the southern islands that can influence variations in temperatures, winds, precipitation, and cloud cover. Notably, since Japan is an island, relative humidity is high and its climate is generally one of a marine character, but during the winter it is under a strong influence of the Asiatic winter monsoon (Arakawa, 1969). Climatic information is provided in Appendix I.

DFSP Akasaki, DFSP Iorizaki, DFSP Yokose, DFSP Hakozaki, and MCAS Iwakuni are located in Japan. Flights to Japan are available from various CONUS international airports. Main arrival and departure international airport in Japan is Tokyo. DFSP Akasaki, DFSP Iorizaki, and DFSP Yokose are located in Sasebo, Japan; DFSP Hakozaki is located in Yokosuka, Japan; MCAS Iwakuni is located in Iwakuni, Japan.

Guam. Guam lies within a chain of islands off the western Pacific basin dwelling in a tropical maritime climate, characterized by high temperatures, high relative humidity, high precipitation and cloudiness.

The climate is largely determined by the monsoon and equatorial trades that sweep the islands perennially with tropical maritime air (Arakawa, 1969). Other important influencing factors include tropical cyclones, topography, the tropical latitude, and the surrounding warm ocean waters. Rainfall and clouds are the most significant phenomena within the climate of Guam. Climatic information is provided in Appendix I.

Site Conditions for Utilities on Guam: Naval Base Guam currently administers a Base Operations Contract (BOSC) supporting all installations on the island of Guam. The current BOSC includes one authorized entity with regards to Utilities services and support. The Contractor must work with the local FMSR to request support from the BOSC Contractor if utility disruptions are required. BOSC Utility Services Instructions and Forms should be requested through the FMSR to ensure current protocol. Fees may be collected up front for these utility services, however, will be reimbursable to the Contractor.

A. Typical Electrical Utilities demarcation points are:

1. Primary Electrical Distribution System and Components up to the Secondary (Low voltage/Facility Service entrance) connection of Facility's Distribution Transformer.

2. Unit Substation.

3. Main Utility Distribution Panel and Feeder Breakers.

B. Typical Emergency Stationary Generators included in the BOSC requirement:

1. Automatic Transfer Switch (ATS) or Manual Transfer Switch (MTS) and associated

Components.

2. Emergency Generator and associated Components.

Atlantic Coast. Sites located in the inlet areas of the Atlantic coast include Florida sites (NS Mayport and DFSP Jacksonville), South Carolina (MCAS Beaufort and DFSP Charleston), and Virginia (Langley AFB, DFSP Craney Island, and NAVSTA Norfolk).

Gulf Coast. Sites located in the inlet areas of the Gulf coast include Florida (Tyndall AFB, Eglin AFB, and Hurlburt Field), and Louisiana (NAS JRB New Orleans).

Pacific Coast. Sites located in the inlet areas of the Pacific include California (DFSP Point Loma) and Washington (DFSP Manchester and NAS Whidbey Island).

1.11 Contract Schedule

The Contractor must develop and maintain an overall Project Schedule, a Recurring Maintenance Schedule, and a Three-Week Look-Ahead Schedule.

1.13.1 Project Schedule.

The Contractor must develop and update an overall project schedule for maintenance and repair activities as well as all contract required deliverables and activities (i.e. ISVs, ISRs, FMPs, etc.) and maintenance and repair activities for all Sites. The initial schedule (which will be established as the baseline schedule) must contain all maintenance activities scheduled throughout the PoP for the contract (see below requirements for maintenance schedule). The project schedule must be separable by Service.

The project schedule must be updated on a monthly basis. Each maintenance visit to be conducted at each Site must be an activity on the schedule. Subcontractors must be identified with each activity.

Schedules must be prepared using Oracle Primavera or Microsoft Project.

The Contractor must submit the schedules for Government acceptance in accordance with Appendix C, Section 01 33 00 Submittal Procedures. Any changes to the schedule must be submitted as part of an updated schedule with changes clearly marked for acceptance by the Contracting Officer or their designated representative.

The Contractor must provide updates with a variance (days) between scheduled and actual performance.

The Contractor shall provide a recovery plan as requested by the Government if the completion of minor repairs or recurring maintenance activities are behind the accepted schedule.

The Contractor shall provide a written explanation for any missed RM activities or events and the explanation must include the below items at a minimum. Note that this does not remove the requirement to contact the COR immediately while onsite if maintenance cannot be performed. The Contractor shall notify the Contracting Officer or COR, while onsite, of any RM tasks that cannot be performed due to access or any other issue.

• Reason for missed event and written documentation from the FMSR and CEHNC Contracting Officer providing concurrence and approval for the missed event (PWS change).

• Date deductive Engineering Change Proposal (ECP) will be sent to CEHNC.

• Reschedule date if appropriate.

1.13.2 Recurring Maintenance Schedule

The Contractor must develop Site specific schedules for recurring maintenance, inspection, and testing activities to be conducted at Installations included in this requirement. The schedule must also include the anticipated QC Audits for each Site. The schedules must specify recurring maintenance, irregular maintenance tasks [irregular maintenance not used for MLA], inspections, and testing requirements for petroleum fuel systems and related appurtenances in accordance with this PWS. The Contractor must submit the initial recurring maintenance schedules to the Government for approval no later than seven calendar days after the completion of the kickoff meetings.

The Contractor must perform recurring maintenance, including irregular interval maintenance [irregular maintenance not used for MLA], according to the last applicable maintenance schedules for the locations included in this requirement 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. The Government has provided the last applicable maintenance schedule (Appendix J) in the contract solicitation.