Attach-2_PWS_Boom_Lift_Maint.pdf

PERFORMANCE WORK STATEMENT

FOR

SCHEDULED INSPECTIONS, MAINTENANCE,

REPAIR SERVICES ON BOOM LIFTS

June 2015

1473419358U Typewritten Text Attach-2 RFQ#FA5270-15-T-0085

TABLE OF CONTENTS

1BSECTION 2BTITLE 3BPAGE

4B1. 5BSCOPE OF WORK 6B3

7B2. 8BSERVICE DELIVERY SUMMARY 9B6

10B3. 11BGENERAL INFORMATION 12B7

13B4. 14BAPPENDICES 15B12

SECTION I

1. SCOPE OF WORK: The Contractor shall provide all personnel, management, supervision, tools, materials, supplies, equipment, transportation, labor and other services necessary to perform maintenance and repairs in a manner that will ensure continuous and safe operation for all boom lifts assigned to the 18th Maintenance Group. Boom lift maintenance and repair shall be in compliance with all manufacturer specifications, local military, Okinawa prefecture, Government of Japan (GOJ), and U.S. Federal laws and regulatory standards, including the Japanese Environmental Governing Standards (JEGS). Material handling equipment to be serviced by this contract is combined within Exhibit 1.

1.1. MAINTENANCE RECORDS: The contractor shall maintain maintenance records for each boom lift in this contract. These records shall include descriptions of periodic and preventative maintenance, scheduled versus actual completion dates, and the person(s) who performed the work. The contractor shall ensure the records are accurate and current and shall be submitted to the site Quality Assurance Representative (QAR) at the end of each option period. Maintenance records and documentation shall be provided to the government at no extra cost upon request.

1.1.1. Performance Report: The contractor shall prepare and submit a written report to the site QAR within two business days of all official inspections performed. The report shall identify each boom lift maintenance work performed, repairs needed, date of inspection, name of inspector and the overall condition of the boom lift.

1.2. PREVENTATIVE MAINTENANCE INSPECTION (PMI) PROGRAM: The contractor shall implement a Preventive Maintenance Inspection Plan (PMIP) as specified by the boom lift maintenance manuals and this contract to prevent and correct deficiencies with equipment items, minimizing breakdowns and service interruptions, extending components service life, and maximizing operating efficiencies. Service and maintenance manuals will be provided to the contractor after the contract has been awarded to them. An initial inspection will need to be accomplished on each boom lift within

(14) calendar days of the contract being awarded to verify current condition and results will be provided to the QAR in writing. A completed PMI plan shall be submitted to the Contracting Officer (CO) through the site QAR within thirty (30) calendar days prior to the start of each option. The PMI program shall be established based upon the manufacturer’s recommendations, handbooks, operating/service manuals, contractor expertise, and general engineering judgments. The submitted plan shall include equipment to be inspected and maintained, inspection and maintenance frequencies, and reporting methodology. The contractor shall update schedules as necessary to reflect any changes in equipment inventory. At a minimum the PMI will include:

NOTE: All maintenance will be performed IAW manufacturer’s instructions.

TABLE 1

MAINTENANCE SCHEDULE FOR JLG MODELS 800s, 740AJ, and 600s ONLY

FREQUENCY OPERATION

Quarterly • Lube swing bearing-internal ball bearing

• Inspect wheel drive hub fluid levels

• Clean electronic pressure regulator oil build up (LP only) Semi-Annual • Change hydraulic return filter

• Change hydraulic charge filter

• Change air filter

Annually • Change oil and oil filter

• Change fuel filter

Every 2 years • Lube suction strainers

• Change wheel drive hub

NOTE: All maintenance will be performed IAW manufacturer’s instructions.

1.3. PREVENTIVE MAINTENANCE (PM) WORK: Once accepted by the CO, the contractor shall closely follow the PMI program and schedule. Any proposed changes to the schedule must be submitted to the site QAR not less than seven (7) days prior to performance of work. The contractor shall implement a Preventive Maintenance Inspection Plan (PMIP) as specified by the boom lift maintenance manual and this contract to prevent and correct deficiencies with equipment items, minimizing breakdowns and service interruptions, extending components service life, and maximizing operating efficiencies. A completed PMI plan shall be submitted to the Contracting Officer (CO) through the site QAR within thirty (30) calendar days prior to the start of each option. The PMI program shall be established based upon the manufacturer’s recommendations, handbooks, operating/service manuals, contractor expertise, and general engineering judgments. The submitted plan shall include equipment to be inspected and maintained, inspection and maintenance frequencies, and reporting methodology.

The contractor shall update schedules as necessary to reflect any changes in equipment inventory.

Contractor shall perform preventive maintenance during each inspection to ensure reliable and continuous safe operation. The maintenance work shall be in accordance with commercial practices and manufacturer’s specifications.

1.3.1. Equipment Deficiency: Equipment deficiencies detected during the PM inspections shall be corrected within 24 working hours. Deficiencies found to be outside the normal scope of PM inspection corrective action(s) shall be corrected within the time frame for a service call. The contractor shall perform preventive maintenance during each inspection to ensure reliable and continuous safe operation; a job order number shall be assigned to each deficiency. Multiple deficiencies shall not be combined to form one job order. All work shall be in accordance with commercial practices and manufacturer specifications.

1.3.2. Unsafe Condition: The contractor shall notify the site QAR in writing of any unsafe condition pertaining to the boom lift or working area that is detected.

1.4. MAINTENANCE SERVICES: The contractor shall accept the existing condition of all equipment under this contract.

1.4.1. Maintenance Service: Maintenance service is the routine reoccurring work required to keep boom lifts in such condition that they may be utilized at the original capacity and efficiency for its intended purpose. Scheduled service will only be performed on no more than 2 boom lifts at one time to ensure there are available boom lifts at all times.

1.4.2. Maintenance Requirements: Maintenance service includes inspecting, cleaning, examining, freeing all moveable parts, adjusting, testing, lubricating, operating and verifying proper operation in accordance with the manufacture’s specifications. Corrosion removal will be the responsibility of the owning unit, not the contractor.

1.4.3. General Maintenance Cleaning: All boom lifts, to include their batteries and engines as well as associated compartments will be maintained in a clean state inside and out at all times.

1.4.4 Service Repair Calls: All service repair calls will be placed from the site QAR directly to the contractor. Once contacted by the QAR, the contractor will have 24 hours to be onsite to assess the problem and 4 hours if it is an emergency. An emergency service call is defined as a boom lift presenting an unsafe condition that could cause harm to the boom lift, personnel or other equipment.

Service calls can be made Monday through Friday from 0700-1600. If a service call is made to the contractor on a Friday, the contractor will have until the following Monday to arrive on site. All repairs, scheduled, and unscheduled maintenance will be accomplished at the current location of the boom lift. If the boom lift is outside and adverse weather would affect contractor duties or harm the equipment, the boom lift will be moved to an indoor location. If the boom lift is unable to be moved to an indoor location, the contractor will coordinate with the QAR to reschedule maintenance to a later date, not to exceed (2) duty days.

1.4.5. Flight Line Access: When base and flightline access is required, the contractor will coordinate in advance with the QAR for escort services. The contractor, while performing duties on Kadena AB, will be escorted at all times.

1.5. Non-reimbursed items: The acquisition of all equipment fluids required to service/repair/maintain equipment shall be procured and disposed by the contractor. This includes, but is not limited to:

hydraulic fluid, engine oil, brake fluid etc. Equipment fuel does not fall into this category; all fuel will be provided by Kadena AFB.

1.5.1. Parts and Materials: The contractor will provide a list of repair parts and materials that will be required to repair equipment to the QAR no later than 2 business days after service calls are completed.

The Government will procure and furnish all repair parts except those listed in paragraph 1.5. Upon receipts of repair parts the QAR will notify the contractor to schedule a service repair call for the repair parts to be installed as listed in paragraph 1.4.4

1.5.2. Warranty: The contractor should submit to the CO copies of warranty certificates for contract file documentation.

SECTION II

2. SERVICE DELIVERY SUMMARY.

Performance Objective PWS Para Performance Threshold

1. The contractor shall maintain and repair all boom lifts in accordance with manufacturer’s recommendations and complete all scheduled inspection

1.1.

1.3.

1.4.4.

Table 1 & 2

Complete all required repairs and maintenance within the work estimate agreed upon with the contractor and QAR.

2. Contractor will respond to all unscheduled service calls.

1.4.4 The contractor shall be on site

within 24 hours to inspect the boom lift and within 4 hours if the boom lift presents an unsafe condition.

3. Contractor shall perform preventive maintenance during each inspection to ensure reliable and continuous safe operation. The maintenance work shall be in accordance with commercial practices and manufacturer’s specifications.

1.3 1.4.1 1.4.4

Contractor will complete scheduled inspections and maintenance as determined by the Preventive Maintenance Inspection Plan’s (PMIP) scheduled dates and times. No more the 2 boom lifts will be serviced at one time to ensure sufficient numbers of operating units are available at all times.

SECTION III

3. GENERAL INFORMATION:

3.1. QUALITY CONTROL: The contractor shall develop and maintain a quality control plan to ensure maintenance and repair services are performed in accordance with manufacture specifications and other applicable standards and codes. The contractor shall develop and implement procedures to identify and prevent defective services from recurring. At a minimum, the contractor shall develop quality control preventative maintenance and repair procedures that comply with all specifications and instructions listed in the individual manufacture maintenance manuals.

3.1.1. Quality Control Program: The contractor shall provide a complete Quality Control Program (QCP) to ensure the requirements of the contract are provided as specified. The contractor shall provide a QCP describing the inspection system for the requested services listed in the PWS. The contractor shall develop and implement procedures to identify, prevent and ensure non-recurrence of unacceptable services. The contractor shall submit to the Contracting Officer for review no later than 5 days after award. The contractor shall update the plan as changes occur and changes shall be submitted for review by the Contracting Officer.

3.1.2. Contractor’s QCP: The contractor’s QCP shall contain, as a minimum, the following items:

3.1.2.1. A description of the inspection system to cover all services. Description shall include specifics as to the areas to be inspected on a scheduled and unscheduled basis, frequently of inspections, and the title and organizational placement of the inspector(s).

3.1.2.2. A description of the methods to be used for identifying and preventing defects in the quality of service performed.

3.1.2.3. A description of how the records will be kept. Records must document all inspections and corrective or preventive actions taken.

3.1.2.4. Records: Records of inspections shall be kept and made available to the Government throughout the contract performance period and for the period after contract completion until final settlement of any claims under this contract. The contractor shall maintain a down-time ledger for each boom lift. The downtime ledger will be provided to the contractor by the QAR.

3.2. QUALITY ASSURANCE: The government will periodically evaluate the contractor’s performance by appointing a representative(s) to monitor performance to ensure services are received.

The government representative will evaluate the contractor’s performance through intermittent on-site inspections of the contractor's quality control program and receipt of complaints from base personnel.

The government may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the government may decrease the number of quality control inspections if merited by performance. The government will also investigate complaints received from various customers located on the installation. The contractor shall be responsible for initially validating customer complaints. However, the government representative shall make final determination of the validity of customer complaint(s) in cases of disagreement with customer(s).

3.2.1. Quality Assurance Representative: The Quality Assurance Representative (QAR) is the authorized government representative(s) who will perform assessments of the contractor’s performance.

Subsequent to contract award, the identity of the QAR(s), with a letter defining their duties and authority will be promptly furnished to the successful bidder/offerer.

3.2.2. Discrepancies: The QAR(s) or alternate(s) will inform the contract manager in person when discrepancies occur and will request corrective action. The QAR(s) or alternate(s) will make a notation of the discrepancy on their surveillance checklist with the date and time the discrepancy was noted and will request the contract manager (or authorized representative) to initial the entry on the checklist.

3.2.3. Changes: Any matter concerning a change to the scope, prices, terms or conditions of this contract shall be referred to the Contracting Officer (CO) in writing and not to the QAR(s). QAR(s) do not have the ability to make decisions to alter the conditions of the contract.

3.2.4. Review: The services to be performed by the contractor during the period of this contract shall at all times and places are subject to review by the Contracting Officer or authorized representative(s).

3.3. NOTIFICATION: The CO and the contractor must be notified by the site QAR of receipt of newly received boom lifts. At that point this boom lift will be considered as part of the contract to include the “setting up” of new boom lifts in accordance with the manufactures service manual. In cases of transfer or disposal of boom lifts the CO and contractor must be notified to remove such boom lift from the contract. Both additions and deletions will be accomplished with official modification to the contract.

3.4. HOURS OF OPERATION: The contractor shall perform the services required under this contract during the following hours: Scheduled servicing will be scheduled with the onsite QAR.

Routine and emergency maintenance calls will have 24 hour coverage. Routine maintenance calls will be scheduled Monday through Friday from 0700 to 1600.

3.4.1. Holidays: The contractor is not required to provide services on the following holidays:

Day Holiday First, Second & Third Day of January New Year’s Day Third Monday of January Martin Luther King's Birthday Third Monday of February President's Day

Last Monday of May Memorial Day Fourth of July Independence Day

First Monday in September Labor Day Second Monday in October Columbus Day 11 November Veteran's Day Last Thursday in November Thanksgiving Day 25 December Christmas Day

If a holiday falls on a Saturday, it will be observed on the preceding Friday. If it falls on a Sunday it will be observed on the following Monday.

3.5. CONTRACTOR PERSONNEL:

3.5.1. Contract Manager: The contractor shall provide a site Contract Manager who is able to read, write, speak and understand English and will be responsible for the performance of all work. The name of this person, and an alternate who shall act for the contractor when the contract manager is absent, shall be designated in writing to the Contracting Officer.

3.5.2. Authority: The contract manager or alternate(s) shall have full authority to act on behalf of the contractor on all contract matters relating to the daily operation of this contract.

3.5.3. Availability: The contractor shall be available within 24 hours during normal duty hours to meet on the individual job site with the site Quality Assurance Representative (QAR) to discuss contract-related subjects. A meeting to discuss contract issues must have contracting personnel present.

If the meeting is solely concerning technical issues, contracting personnel shall be notified and made aware of these issues; attendance will be at the discretion of the CO.

3.5.4. Language: The Contractor shall be able to read, write, speak and understand English. At a minimum must provide an interpreter on site that is able to read, write, speak and understand English.

3.5.5. Identification Badges: Contractor personnel shall present a neat appearance and be easily recognized as contractor employee. This shall be accomplished by wearing distinctive clothing bearing the name of the company or by wearing appropriate badges which contains the company and employee names in English. The employees shall not wear any military uniforms or parts thereof in the performance of this contract.

3.5.6. Personnel Restrictions: The contractor shall not employ persons to work on this contract if such person is identified to the contractor by the government as a potential threat to the health, safety, security, general well-being or operational mission of the Defense Commissary Agency or of the installation and its population. The contractor shall not employ any person who is an employee of the U.S. government, if employing such person would create a conflict of interest as determined by the Contracting Officer. Additionally, the contractor shall not employ any person who is an employee of the Department of Defense, either military or civilian, unless such person seeks and received approval according to DoD 5500.7 –R Joint Ethics Regulation. The contractor shall not employ any person who is an employee of the Department of Defense, if such employment would be contrary to the policies in AFI 64-106 AF Industrial Labor Relations Activities.

3.6. GOVERNMENT PERSONNEL:

3.6.1. Designation of Contracting Officer: Government personnel, other than contracting officers (COs) and Quality Assurance Representative (QAR), may from time to time, with CO coordination, observe contractor operations. However, these personnel may not interfere with contractor performance or make any changes to the contract. Changes are only authorized by the Contracting Officer (CO), after Contracting Officer has signed off on change.

3.7. SPECIAL QUALIFICATIONS:

3.7.1. Qualification of Contractor Mechanics: The contractor shall ensure employees have required professional certifications before starting work under this contract. The prime contractor and at least one mechanic shall possess a current Certificate of qualification issued by the Government of Japan, if required. Other mechanics employed to maintain and repair the boom lifts shall have at least one (1) year verifiable experience repairing the equipment types and ratings specified. Helpers or apprentices shall be permitted to work under the supervision of an authorized mechanic only. The Contractor shall furnish a list of all personnel and their qualifications at time of proposal submission for review by the

CO.

3.8. JAPAN ENVIRONMENTAL GOVERNING STANDARDS (JEGS): Japan Environmental Governing Standards (JEGS) requirements regarding environmental protection. In the event environmental laws, regulations, or requirements change during the term of the contract, the contractor shall comply with such changes. If the contractor spills or releases any substance listed in the JEGS into the environment, the contractor shall immediately report the incident to the site QAR. The site QAR will confer with personnel of the appropriate Hazardous Response Team to determine proper disposal. The contractor shall be responsible for spill, remediation, and other costs resulting from any such spill or release.

3.9. ELECTRONIC TRANSMISSION: The contractor shall have the capability to transmit and receive documents using electronic Email based on Microsoft Word and Microsoft Excel versions compatible with versions in use by the United States Air Force.

3.10. HAZARDOUS MATERIALS: Any hazardous material produced during contractor repairs or servicing of boom lifts, will be removed and disposed of by the contractor.

3.11. SAFETY REQUIREMENTS: In performing work under this contract, the contractor shall:

3.11.1. Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

3.11.2. Perform work in a safe manner as required by OSHA 2206, General Industry, Occupational Safety and Health Standards (29 CFR 1910).

3.11.3. Develop and provide at the start of the orientation period or the start of the first operational performance period (if there is no orientation period) a safety plan for the protection of government facilities and property and to provide a safe work environment for contractor personnel.

3.12. SECURITY REQUIREMENTS: Security and base access requirements are contained in clause 5352.242-9000 “Contractor Access to Air Force Installations.” Contractor employees will be required to obtain and display identification badges. Anticipate delays in getting commercial vehicles on base and allow time for commercial vehicles to reach their destination by driving designated routes at posted speed limits throughout the base. Procedures for commercial vehicle access to the base are subject to change without prior notice.

3.12.1. ID Passes, Badges and Vehicle Stickers: The contractor is responsible to obtain such clearances and/or passes as required for his/her employees to enter military installations on Okinawa prior to start to work. The contractor shall be responsible for all passes issued to his/her employees under this contract. Applications shall be coordinated through the Contracting Officer or designated representative. At the time of application, Security Forces may conduct a background check on employees. Upon termination of employment, the contractor shall be responsible for returning identification cards and base passes to Security Forces within 24 hours. All vehicles shall have the contractor's company name displayed in English on both sides and shall be readable to a distance of at least 50 feet away.

3.13. PHYSICAL SECURITY: The contractor shall be responsible for safeguarding all government property provided for contractor use. At the close of each work period, government facilities, property, and materials shall be secured.

3.13.1. Key Control: The contractor shall establish and implement methods of ensuring that all keys/key cards issued to the contractor by the government are not lost or misplaced and are not used by unauthorized persons. (NOTE: ALL REFERENCES TO KEYS ALSO INCLUDE KEY CARDS. NO

KEYS ISSUED TO THE CONTRACTOR BY THE GOVERNMENT SHALL BE DUPLICATED.

THE CONTRACTOR SHALL DEVELOP PROCEDURES COVERING KEY CONTROL THAT

SHALL BE INCLUDED IN THE QUALITY CONTROL PLAN. SUCH PROCEDURES SHALL

INCLUDE TURN-IN OF ANY ISSUED KEYS BY PERSONNEL WHO NO LONGER REQUIRE

ACCESS TO LOCKED AREAS).

3.13.1.1. Authorized Use: The contractor shall prohibit the use of keys issued by the government by any persons other than the contractor’s employees. The contractor shall prohibit the opening of locked areas by contractor employees to permit entrance of persons other than contractor’s employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the Contracting Officer.

3.14. ORIENTATION PERIOD: The Contractor shall develop and submit to the contracting officer an orientation plan that shall be detailed the assistance required, time schedule, and ensure a smooth transition of work effort from the current contractor to the incoming contractor at the time of award.

This plan shall be subject to approval of the contracting officer.

3.15. CONTINUATION OF ESSENTIAL DOD CONTRACTOR SERVICES DURING CRISIS

IAW DoDI 3020.37.: IAW AFI 63-124, para 2.7.1, and DODI 3020.37 this requirement is not considered mission essential.

3.16. PUBLICATIONS:

3.16.1. Compliance with all publications, regulations and operating instructions provided by the Government is required when:

3.16.1.1. They pertain to the procedures for materials expediting herein and where the contractor is authorized by the performance work statement to accomplish the work specified in the publication, regulation or operating instructions.

3.16.1.2. The publications prescribe USAF policies, use of materials, procedures and processes applicable to the work requirements.

3.16.2. The contractor is required to acquire and work on the latest version of the publication.

SECTION IV

4. APPENDICES

A. Acronyms & Abbreviations List

B. Estimated Workload Data

APPENDIX A

ACRONYMS AND ABBREVIATIONS LIST

Acronym/Abbreviation Definition

AF Air Force

AB Air Base

CFR Code Federal Regulation

CO Contracting Officer

DEPT Department

DOD Department of Defense

FAR Federal Acquisition Regulation

GR Government Representative

OSHA Occupational Safety and Health Act

PBSA Performance Based Service Acquisition

PWS Performance-Based Work Statement

QA Quality Assurance

QAP Quality Assurance Personnel

QAR Quality Assurance Representative

QCP Quality Control Program

SS Services Summary

USAF United States Air Force

APPENDIX B

ESTIMATED WORKLOAD DATA

0BLOCATION: KADENA AB BLDG. 3542 (1 Unit)

MAKE Current Condition MODEL# SERIAL# TYPE

1 JLG Serviceable 800S 0300141053 Boom Lift

AND NO OTHERS

LOCATION: KADENA AB BLDG. 3560 (1 Unit)

MAKE Current Condition MODEL# SERIAL# TYPE

1 JLG

Engine starts but will turn off when the boom is raised to certain height. 800S 0300141058 Boom Lift

AND NO OTHERS

LOCATION : KADENA AB BLDG. 3527 (2 Units)

MAKE Current Condition MODEL# SERIAL# TYPE

1 JLG Serviceable 740AJ 0300144199 Boom Lift

AND NO OTHERS

LOCATION : KADENA AB BLDG. 3660 (2 Units)

MAKE Current Condition MODEL# SERIAL# TYPE

1 JLG Serviceable 600S 030068981 Boom Lift

AND NO OTHERS