PWS_-__24_Apr_13.pdf

PERFORMANCE WORK STATEMENT

FOR

MAINTENANCE AND REPAIR OF MOTOR POOL

EQUIPMENT AND SYSTEMS

IN THE KAISERSLAUTERN MILITARY

COMMUNITY (KMC)

Ramstein Air Base

Service Contracts

786 CES/CEUS

April 2013

PERFORMANCE WORK STATEMENT

FOR

MAINTENANCE AND REPAIR

OF MOTOR POOL EQUIPMENT AND SYSTEMS

IN THE KMC

1. DESCRIPTION OF SERVICES. The contractor shall provide all management, tools, supplies, equipment and labor including all work necessary to perform preventive maintenance, inspections and repairs of Motor Pool equipment and systems in the Kaiserslautern Military

Community (KMC) in a manner that will ensure continuous and safe operation. All maintenance, inspection, and repair work shall be performed in accordance with (IAW) German commercial practices and IAW local, state, or federal applicable standards and codes or manufacturer recommendations and all required safety regulations (UVV). The most stringent of these shall apply.

This full service contract signifies a Motor Pool Equipment and Systems contractor takes total service responsibility for the equipment identified in the contract. The contract covers all inspections, maintenance and routine repair service calls.

1.1. TECHNICAL DESCRIPTION. Each facility/building manager will provide a technical description of each system.

1.1.1. OIL/COOLANT DISTRIBUTION SYSTEM. Distribution systems consist of tanks for engine oil, hydraulic fluid and antifreeze for cars and trucks, double walled distribution pipes with pumps, filters, controls with leak detection devices and filling stations. Systems are installed in bldg. 2472 RAB (special purpose), bldg. 2404 RAB (general purpose light & heavy), bldg.

3453 RAB (463L Shop) and bldg. 698 Construction and Training Squadron (CTS).

1.1.2. WASTE OIL/COOLANT SYSTEM. The system for used oil, hydraulic fluid and antifreeze consists of storage tanks, distribution pipes with pumps, controls with leak detection devices and underground tanks for water/hazardous liquids. Systems are installed in bldg. 2472

RAB (special purpose), bldg. 2404 RAB (general purpose light & heavy), bldg. 3453 RAB

(463L Shop) and bldg. 698 CTS.

1.1.3. EMULSION SPLITTING SYSTEM. The emulsion splitting system in bldg 2472 RAB consists of pumps, pipes and sensors and is controlled by an electronic ACO PASSAVANT

(manufacturer) system.

1.1.4. CARBON MONOXIDE EXHAUST SYSTEM. The system consists of hoses and exhaust fans with controls. Systems are installed in bldg. 2472 RAB (special purpose), bldg.

2404 RAB (general purpose light), bldg 3453 RAB (463L Shop) and building 698 CTS.

1.1.5. PIT COVERING SYTEM. The systems in bldg. 2472 RAB (special purpose) and bldg.

2404 RAB (general purpose light) consists of metal frame, electric motor and transmission with control box, exhaust fan, electric lights and metal covers 20 meters in length.

1.1.6. AIR COMPRESSOR. The system consists of the compressor, storage tanks, pipes and distribution outlets with filters and couplings. Systems are installed in bldg. 2472 RAB (special purpose), bldg. 2404 RAB (general purpose light & heavy), bldg. 3453 RAB (463L Shop) and bldg. 698 CTS.

1.1.7. PAINT BOOTH. The paint booth consists of oil-burners and ventilation system to include all filters with controls and is installed in bldg. 2404 RAB.

1.2. QUALIFICATIONS. All service technicians shall be certified to perform service to include all repairs. Service technicians shall have sufficient experience through professional training in this field and shall have enough knowledge of the relevant safety and accident prevention regulations, guidelines and generally recognized rules of engineering to assess the proper condition of the existing systems. The contractor shall submit certificates of employee’s qualification and training to the designated Contract Officers Representative (COR) upon request.

1.2.1. CONTRACTOR QUALIFICATIONS. Before the award of this contract, the Contractor shall provide the U.S. Government written documentation of membership in the Chamber of

Commerce (for Industrie und Handelskammer), or Chamber of Trade (Handwerkskammer) as a qualified contractor for the Motor Pool equipment, systems and tanks. Additionally, services performed IAW this performance work statement (PWS) must be made by trained/qualified technicians who meet federal and local certification requirements for maintaining and repairing systems under the WHG § 19 (Wasserhaushaltsgesetz, water resources management law).

1.3. MAINTENANCE SERVICES AND INSPECTIONS. The contractor shall perform preventive maintenance of all systems IAW manufacturer’s specifications or recommendations.

Maintenance shall be performed annually on all systems including pumps, piping and tanks. The contractor shall perform inspections of all systems IAW manufacturer’s specifications, safety regulations and water resources management law regulations (WHG, Wasserhaushaltsgesetz §

19).

1.4. REPAIR SERVICE. All repair work shall be IAW standard commercial practices using parts specified by the manufacturers or items of equal or better quality. Downtime of the system will be kept to an absolute minimum. The contractor shall notify the customer and the COR of all projected downtime and estimated time for repair.

1.4.1. REPAIR SERVICE CALLS. The CO or COR will notify the contractor of repair service calls. The contractor shall report to the work location within 4 hours after verbal notification by the COR, survey the repair, and provide a cost estimate within 2 hours to the COR and the CO.

The contractor shall not make any repairs until written approval is received by the COR from the

CO. This approval can be given by separate letter or by signing off the cost estimate (official signature block with date). The contractor shall commence repair work within 1 business day after notification from the COR.

1.4.2. COST ESTIMATE. The Contractor’s cost estimate for repairs shall consist of part numbers, copy of price quote or catalog listing, and estimated time required for repair.

1.5. REQUIRED DOCUMENTATION.

1.5.1. PRIOR TO WORK. The contractor shall furnish a written maintenance schedule to the designated COR no later than 14 calendar days prior to the start date of the service. The schedule shall include the estimated date, times and the locations. The contractor shall provide any schedule changes to the COR no later than 7 calendar days prior to the start of the service.

1.5.2. AFTER COMPLETION OF WORK. The contractor shall submit a written report within

2 business days. The report shall include: date and time of the service, location of the system, overall condition (including discrepancies cited and repairs needed), service performed and name of the technician performing the service. All reports shall be documented in the logbook of each system and will be provided in English.

1.6. PARTS AND MATERIAL. The contractor will be reimbursed for the cost of all parts and labor needed for repairs. For specially ordered or manufactured parts, a copy of the manufacturer/wholesaler’s invoice shall be attached to the applicable invoice as proof of the amount paid. Reimbursement is limited to the actual cost incurred.

1.7. WASTE DISPOSAL. All trash and hazardous waste shall be disposed off-base at the contractor’s expense, IAW the German Waste Disposal Law.

1.8. CONTRACTOR MANPOWER REPORTING. The Contractor shall report ALL

Contractor labor hours (including subcontractor labor hours) for performance of services provided under this contract for the Air Force via a secure data collection site. The contractor is required to completely fill in all required data fields at http://www.ecmra.mil

Reporting inputs will be for the labor executed during the period of performance for each

Government fiscal year (FY), which runs 1 October through 30 September. While inputs may be reported at any time during the FY, all data shall be reported not later than 31 October of each calendar year. Contractor may direct questions to the CMRA help desk.

1.8.1. USES AND SAFEGUARDING OF INFORMATION: Information from the secure web site is considered to be proprietary in nature when the contract number and contractor identity are associated with the direct labor hours and direct labor dollars. At no time will any data be release to the public with the contractor name and contract number associated with the data.

1.8.2. USER MANUALS: Data for the Air Force service requirements must be input at the Air

Force CMRA link. However, user manuals for Government personnel and contractors are available at the Army CMRA link at http://www.ecmra.mil.

2. SERVICES SUMMARY.

http://www.ecmra.mil/ http://www.ecmra.mil/

Performance Objective Paragraph Performance

Threshold

Method of surveillance

SS-1 Preventive Maintenance

Inspection and Repair on oil/coolant distribution system. The systems are properly maintained and repaired IAW the PWS.

1.1.1., 1.3., 1.4.,

1.4.1. and 1.4.2.

95 % of the time

Other 5% to be completed NLT

3days after identification

100%

Inspection

SS-2 Preventive Maintenance

Inspection and Repair for waste oil/coolant distribution systems. The systems are properly maintained and repaired IAW the PWS.

1.1.2., 1.3., 1.4.,

1.4.1. and 1.4.2.

95 % of the time

Other 5% to be completed NLT

3days after identification

100%

Inspection

SS-3 Preventive Maintenance

Inspection and Repair for the emulsion splitting system in

Building 2472. The system is properly maintained and repaired IAW the PWS.

1.1.3., 1.3. .,1.4., 95 % of the time

Other 5% to be completed NLT

3days after identification

100%

Inspection

SS-4 Preventive Maintenance

Inspection and Repair for the carbon monoxide exhaust systems.

The systems are properly maintained and repaired IAW the PWS.

1.1.4., 1.3. ., 1.4., 95 % of the time

Other 5% to be completed NLT

3days after identification

100%

Inspection

SS-5 Preventive Maintenance

Inspection and Repair for the pit covering system in Bldg

2472 and 2404. The systems are properly maintained and repaired IAW the PWS.

1.1.5., 1.3. .,1.4.,

1.4.1. and 1.4.2.

95 % of the time

Other 5% to be completed NLT

3days after identification

100%

Inspection

SS-6 Preventive Maintenance

Inspection and Repair for Air

Compressor Systems. The systems are properly maintained and repaired IAW the PWS.

1.1.6., 1.3. .,1.4.,

1.4.1. and 1.4.2.

95 % of the time

Other 5% to be completed NLT

3days after identification

100%

Inspection

SS-7 Preventive Maintenance

Inspection and Repair for the paint booth, Bldg 2404. The system is properly maintained and repaired IAW the PWS.

1.1.7., 1.3. .,1.4.,

1.4.1. and 1.4.2.

95 % of the time

Other 5% to be completed NLT

3days after identification

100%

Inspection

SS-8 Provide Schedule and

Reports.

All schedules, reports, and other documents submitted accurately and in time.

1.5., 1.5.1., 1.5.2. 100 % of the time 100%

Inspection

SS-9 Submit Quality Control

Program/Plan.

4.2. 100% of the time 100%

Inspection

3. U.S. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

3.1. UTILITIES. The U.S. Government will furnish electricity and water in the performance of services in this contract.

3.2. DAMAGE TO U.S. GOVERNMENT PROPERTY. The contractor shall report all damages to U.S. Government property within one hour after occurrence to the 786 CEU Service

Contract section, 06371-47-4879. The contractor shall be responsible for reimbursing the U.S.

Government no later than 30 calendar days of receipt of claim for all costs associated with damages to U.S. Government property in the performance of services in this contract.

4. GENERAL INFORMATION.

4.1. QUALITY ASSURANCE. The U.S. Government will periodically evaluate the contractor’s performance IAW the Quality Assurance Surveillance Plan. Any U.S. Government quality assurance inspections will be conducted in a manner consistent with commercial practices. The quality of services on distribution system and tanks for water hazardous liquid and emulsion splitting system shall be consistent with standard commercial practices. Systems shall be checked IAW:

a. Manufacturer Specifications

b. WHG Wasserhaushaltsgesetz – Water Resources Management Law

c. Unfall Verhütungs Vorschriften (UVV) - Safety regulations

d. VAwS Verordnung über Anlagen zum Umgang mit wassergefährdenden Stoffen und über Fachbetriebe - Regulation for water hazardous liquids and specialized contractors

e. TRbF Technische Regeln für brennbare Flüssigkeiten – technical rules for flammable liquids

f. BetrSichVO Betriebssicherheitsverordnung

4.2. QUALITY CONTROL. The Contractor shall provide and maintain a Quality Control Plan to ensure maintenance and repair services are performed IAW applicable standards and manufacturer’s instructions. The contractor shall develop and implement procedures to identify and prevent defective services from reoccurring. The Contractor shall appoint/provide quality control inspector(s) for contract issues (i.e. customer complaints). This inspector(s) must be able to communicate in the English language sufficiently enough for them to effectively perform their duties.

4.3. HOURS OF OPERATION. The contractor shall coordinate all work to be accomplished

IAW the contract with the building custodian for each facility to be maintained and repaired. The time for inspections, testing, maintenance and repairs to be performed shall be coordinated before any work is scheduled. Contractor’s normal hours of operations for routine repairs shall be from 0700 to 1600, Monday through Friday, except on US and German holidays listed below.

U. S. /German Federal Holidays.

1 January New Year’s Day Neujahr (U.S.) and (German) rd

Monday in January Martin Luther King Day (U.S.)

rd

Monday in February Washington’s Birthday (U.S.)

** Good Friday Karfreitag (German)

** Easter Monday Ostermontag (German)

1 May Labor Day Tag der Arbeit (German)

** Ascension Day Christi Himmelfahrt (German)

** Whit Monday Pfingstmontag (German)

Last Monday in May Memorial Day (U.S.)

** Corpus Christi Day Fronleichnam (German)

4 July Independence Day (U.S.)

st Monday in September Labor Day (U.S.)

3 October Day of German Unity Tag der Deutschen Einheit (German) nd

Monday in October Columbus Day (U.S.)

1 November All Saints’ Day Allerheiligen (German)

11 November Veteran’s Day (U.S.)

th

Thursday in November Thanksgiving (U.S.)

25 December Christmas Weihnachten (U.S.) and (German)

26 December 2 nd

Day of Christmas 2. Weihnachtstag (German)

** Indicates dates change each year – Moveable Holidays

*When a U.S. holiday is on a Saturday, the preceding Friday will be the U.S. Holiday. When the U.S. holiday is on a Sunday, the following Monday will be the U.S. Holiday.

4.4. SECURITY REQUIREMENTS. All personnel employed by the contractor in the performance of this PWS and any representative of the contractor entering the Government installation in the performance of this PWS, shall abide by all security regulations of the installation and obtain a Polizeiliches Fuehrungszeugnis in order to register at the Pass Office for a base pass. Citizens from certain countries are currently banned from entering U.S. installations;

Security Forces maintains a list of these banned countries. This includes individual contractor employees; therefore any contractor employee who is a citizen of one of these countries will not be allowed to access the installation. The list of excluded countries is subject to change without modification or amendment of the PWS or contract.

4.5. PERFORMANCE OF SERVICES DURING MILITARY EXERCISES OR

OPERATIONS. Work stoppages may occur during the execution of this PWS due to military exercises or operations. During these times, access to areas supporting the exercise or operation may be curtailed or not allowed. During scheduled and unscheduled exercises or operations, the contractor should be prepared to move to other work locations or suspend operations.

4.6. SPECIAL QUALIFICATIONS. Contractor and contractor personnel shall be certified with the appropriate Federal and State Regulatory Agencies and meet Federal and local certification/requirements for checking systems/tanks containing hazardous liquids that can contaminate groundwater. Services as requested herein shall be performed only by qualified personnel trained for the service required.

4.7. CONFORMANCE WITH ENVIRONMENTAL MANAGEMENT SYSTEMS. The

Contractor shall perform work under this contract consistent with the relevant environmental policy and objectives identified in the installation environmental management system (EMS) applicable for your contract. The Contractor shall perform work in a manner that conserves water, energy and other resources to the maximum extent feasible and ensure minimum production of waste as possible, giving preference to recycling and reutilization opportunities.

Furthermore, the Contractor shall give preference to less toxic materials whenever available and still reliable for their work. In the event an environmental nonconformance or noncompliance of host nation and USAF environmental laws and regulations associated with the contracted services is identified, the contractor shall take corrective and/or preventative actions. In the case of a noncompliance, the Contractor shall respond and take corrective action immediately. In the case of a nonconformance, the Contractor shall respond and take corrective action based on the time schedule established by the EMS Coordinator. In addition, the Contractor shall ensure that their employees are aware of the environmental management system on base and how these requirements affect their work performed under this contract.

All on-site contractor personnel shall receive the installation EMS awareness level information.

The contractor shall perform all work IAW applicable German and US Air Force environmental laws, regulations and operating standards, including but not limited to the Final Governing

Standards (FGS) for Germany. The contractor shall be immediately capable of understanding and addressing environmental laws and regulations as they pertain to work performed under this contract.

The Contractor shall always choose most environmentally friendly expendable items needed for his service, preferably with "blauer Engel" symbol.

5. CONTRACTOR PERSONNEL.

5.1. CONTRACT POINT OF CONTACT. The contractor shall provide a contract point of contact (POC) (primary and alternate) who shall be responsible for the performance of work and shall have full authority to act for the contractor on all contract matters relating to daily operations of this contract. The POC shall be available during normal duty hours (0700-1600).

The contractor shall be able to meet with the CO or COR to resolve any contract issues. The

POC and alternate shall be able to speak the English language sufficiently enough for them to effectively perform their duties. The contractor shall provide to the CO, five (5) days after award, the names, addresses and home phone numbers of the contract POC’s supervisor, and an alternate with authority to act for the contractor if the POC cannot be contacted prior to starting performance. Any required changes to this listing shall be submitted in writing to the CO ten days (10) prior to the change taking effect.

5.2. OTHER PERSONNEL. At least one individual per work team shall be able to understand and communicate in the English language sufficiently enough for them to effectively perform their duties. . Supervisors and management personnel shall be able to communicate in the

English language sufficiently enough for them to effectively perform their duties. The contractor shall provide a list of names including passport number of all the people working under this contract to the CO and COR. Any required changes to this listing shall be submitted in writing to the CO ten days (10) prior to the change taking effect

6. APPENDICES.

A. Estimated Workload Data

APPENDIX A

ESTIMATED WORKLOAD DATA

ITEM

DESCRIPTION OF SERVICE

ESTIMATED

QUANTITY

1 Preventive Maintenance Inspection and Repair on oil/coolant distribution systems

5 ea

2 Preventive Maintenance Inspection and Repair on waste oil/coolant distribution systems

5 ea

3 Preventive Maintenance Inspection and Repair for the emulsion splitting system in Building 2472

1 ea

4 Preventive Maintenance Inspection and Repair for the carbon monoxide exhaust systems

5 ea

5 Preventive Maintenance Inspection and

Repair for the pit covering system in Bldg 2472 and 2404

2 ea

6 Preventive Maintenance Inspection and Repair for Air Compressor Systems

5 ea

7 Preventive Maintenance Inspection and Repair for the paint booth, Bldg 2404

1 ea

8 Submit Quality Control Program/Plan 1 ea

400 hours/12 months are estimated for all repair activities.