Atch 2, PWS Hoists 27 Jan 20.docx

FA5613-20-R-0003

Attachment 2

PERFORMANCE WORK STATEMENT

FOR

PREVENTIVE MAINTENANCE (PM), SAFETY INSPECTIONS AND REPAIR OF HOISTS, IN THE KAISERSLAUTERN MILITARY COMMUNITY (KMC)

27 Jan 2020

Table of Contents

B. Equipment Listing and Locations……………………………………………………………….. 10

1 DESCRIPTION OF SERVICES/GENERAL INFORMATION. The contractor shall provide non-personal services, management, tools, equipment and labor necessary to perform preventive maintenance, safety inspections and repairs of hoists in the Kaiserslautern Military Community (KMC), Ramstein Air Base, Vogelweh, Kapaun, Construction and Training Squadron (CTS)-Areas and Air Mobility Command (AMC) Facilities, in a manner that will ensure continuous and safe operation. All maintenance, inspection and repair work shall be performed In Accordance With (IAW) standard German commercial practices in maintaining hoists and safety regulations as identified in paragraph 4.0. Services as requested herein shall be performed only by qualified personnel (befähigte Person/certified expert) trained and certified for the service required IAW Deutsche Gesetzliche Unfallverhuetungsvorschrift (DGUV) as indentified in paragraph 4.0. The services required under this contract support KMC missions, but are not “mission essential” IAW definition in Department of Defense Instruction (DODI) 1100.22, Guidance for Determining Workforce Mix.

1.1 TECHNICAL DESCRIPTION OF HOISTS. Hoists are defined as cranes, winches and rail trolleys that may be electrical, mechanical or hydraulic IAW Appendix B.

1.2 QUALIFICATIONS. Contractor service technicians shall be trained and certified experts to perform service and repairs. Technicians shall meet German federal and local certification requirements for maintaining and repairing of Hoists. Contractor technicians shall have knowledge of the current German safety and accident prevention regulations and the usage of guidelines and generally recognized rules of engineering IAW commercial practices, to be able to assess the proper condition of Hoists.

1.3 PREVENTIVE MAINTENANCE SERVICES.

The contractor shall provide annual PM on hoists at the locations designated in attached Appendix B, Equipment Listing and Locations, to ensure reliable and continuous safe operation. The preventive maintenance work shall be IAW commercial practices and manufacturer’s specifications. The contractor shall prepare a maintenance report which shall be submitted to the Contracting Officer Representative (COR) according to paragraph 1.3.2.

1.3.1 SAFETY INSPECTIONS. The Contractor shall perform technical safety inspections annually during the months of October and November, except when a new device is added to the contract and this annual safety inspection is due before the scheduled months, through accredited surveillance associations (for example, Technischer Überwachungs Verein (TÜV) or Deutscher Kraftfahrzeug-Ueberwachungsverein DEKRA) or by the Contractor’s certified experts (“befähigte Person”) on all hoists annually in conjunction with PM services. All follow-up safety inspections required due to repairs cited during initial safety inspections shall be performed at no additional cost to the Government. The maintenance shall be performed IAW DGUV as identified in paragraph 4.0.

1.3.2 MAINTENANCE AND SAFETY REPORTS. The contractor shall submit a written maintenance and safety inspection report to the COR within five (5) business days after completion of work. The report shall be based on the requirements located in DGUV as identified in paragraph 4.0. The report shall be in English and include, but not limited to:

(a) Date and time of the service

(b) Location of maintenance and identification of hoist system i.e. Bridge Crane, Electric Winch, Rail Trolley

(c) Overall condition including discrepancies cited and repairs needed

(d) Service performed and parts required

(e) Amount of time spent on inspection

(f) Name of the technician performing the service

1.3.3 LOGBOOKS. The contractor shall update all logbooks for each hoist after performing the PM and safety inspections in paragraph 1.3 and 1.3.1. Logbooks are available at the Service Contract Management office, Building 502 Ramstein Air Base (06371-47-6919 or DSN 480-6919). If logbooks are lost or damaged while under the control of the contractor, the contractor shall procure new logbooks from the manufacturer at no additional cost to the government. After completion of service, all logbooks shall be returned to the Service Contract Management office within 5 business days.

1.4 REPAIR SERVICE. All repair work shall be IAW standard commercial practices using parts specified by the equipment manufacturers, or items of equal or higher quality. The Contractor shall notify the COR in writing (hardcopy or e-mail is acceptable) about the status of the repair service by the next business day. When required parts are not available, the Contractor shall notify the COR in writing (hardcopy or e-mail is acceptable) the next business day it is discovered. The Contractor shall provide written documentation (for example, a letter/email from the parts manufacturer) to the COR explaining any delays in delivery of the parts, as described in paragraph 1.4.1. and 1.4.2. The Contractor shall complete the repair within one business day or as scheduled with the COR after receiving the required parts from the manufacturer.

1.4.1 ROUTINE REPAIR SERVICE CALLS (Monday – Friday and US Federal Holidays: 0700 – 1600). The COR will notify the Contractor of required repairs. The Contractor shall report to the work location within four (4) hours after verbal/email notification or as scheduled by the COR. If repair cannot be performed the Contractor shall survey the repair and notify the COR of non completion next working day and provide the COR a repair estimate for material and estimated performance date of repair not later than one (1) business day after receiving the requested prices of the required parts from the manufacturer. The cost estimate submitted by the contractor shall include a list of parts required for repair and net price for each part. The Contractor shall provide written documentation (for example, a letter/email from the parts manufacturer) to the COR if the requested price information/part delivery time can not be obtained within five (5) business days after the survey. The repair estimate shall be submitted to the COR. The Contractor shall not make any repairs until written approval is received from the COR. The written approval can be issued by e-mail, letter or by the COR signing the repair estimate with date. The Contractor shall commence repair work within one (1) business day after approval unless the parts are not available. The Contractor is not entitled to payment for the cost estimate.

1.4.2 EMERGENCY REPAIR SERVICE CALLS (Emergencies 24 hours a day, 7 days a week, including U.S. Government holidays and German national holidays). The COR will notify the contractor of emergency repairs to be made. The contractor shall report to the work location not later than 2 hours after notification with a proper skill mix, experience, equipment and materials to address emergency. If repair, or at least temporary fix cannot be performed the contractor shall troubleshoot the repair and provide a repair estimate to the COR as described in 1.4.1 (from this point in time the emergency repair sercice call will be handled as a routine repair service call). The contractor shall supply parts IAW each hoist manufacturer’s recommendation, or equal. Hoists shall be in good and safe working conditions after repair. The COR will provide the 786 CES/CEOES standby phone numbers to the Contractor after contract award.

1.4.3 PARTS. If the required repair parts are expected to exceed a value of $5,000.00 per repair call, the Contracting Officer (CO) must approve the costs and therefore the COR shall notify the Contracting Officer in advance to obtain an approval before authorizing the contractor to proceed with the repair. Small parts up to 50 Euro will not require an itemized receipt. The Contractor shall supply repair parts for approved repairs that are of equal or higher quality to the Original Equipment Manufacturer (OEM) parts required for each hoist. For parts ordered or manufactured, a copy of the applicable invoice shall be provided as proof of amount paid, or to be paid to the manufacturer/wholesaler, or other supporting documentation/quotation regarding the cost of these parts shall be provided to the COR. The Contractor shall seek out all appropriate discounts from the manufacturer/wholesaler and shall pass the discounts onto the Government. For shipping charges, a copy of applicable invoice shall be provided as proof of amount paid. Reimbursement is limited to the net price of parts listed, including shipping charges, if applicable (no handling charge). The net price is the price as paid by the Contractor, no costs or profits added.

1.5 REQUIRED DOCUMENTATION.

1.5.1 PREVENTIVE MAINTENANCE AND SAFETY INSPECTION SCHEDULE. The Contractor shall furnish a written schedule for all PM and safety inspections to the designated CO or COR no later than seven (7) business days after award of contract, and thereafter annually no later than twenty (20) business days prior to the start date of the service. The schedule shall include the estimated date and location. The Contractor shall provide any schedule changes to the COR no later than seven (7) business days prior to the start of the service.

1.5.2 ROUTINE AND EMERGENCY REPAIR REPORTS. The Contractor shall provide repair reports and work documentations to the COR within three (3) working days after completion of work. The reports shall be in English and include:

(a) Date and time of the service

(b) Location of maintenance and identification of hoist system i.e. Bridge Crane, Electric Winch, Rail Trolley

(c) Full functionality test

(d) Idendified Findings

(e) Service performed and parts used

(f) Amount of time worked

(g) Name of the technician performing the service

1.5.3 DELIVERABLES.

1.6 WASTE DISPOSAL. All trash and hazardous waste, generated as a result of PM, safety inspections, emergency or routine repairs, shall be disposed of off base, IAW the German Waste Disposal Law at no additional cost to the Government.

1.7 GENERAL INFORMATION.

1.7.1 HOURS OF OPERATION. Contractor’s hours of operations shall be IAW below table.

Monday-Sunday, German and US Federal Holidays

24 hours

U. S. / German Federal Holidays. German and American holidays can be found at the following web address: https://de.usembassy.gov/holiday-calendar/

1.7.2 PERFORMANCE OF SERVICES DURING MILITARY EXERCISES OR OPERATIONS. Work stoppages may occur during the execution of this contract due to military exercises or operations. During these times, access to areas supporting the exercise or operation may be curtailed or denied. During scheduled and unscheduled exercises or operations, the Contractor shall be prepared to postpone performance in coordination with the COR until immediately after completion of the military exercise or operation.

1.7.3 SECURITY REQUIREMENTS. The Contractor personnel shall comply with all requirements and procedures IAW AFFARS 5352.242-9000, Contractor access to Air Force Installations.

1.7.3.1 CONTRACTOR/EMPLOYEE BASE PASS AND IDENTIFICATION, SPECIAL CLEARANCES AND VEHICLE PASSES. The Contractors personnel shall obtain Base Entry Identification, Installation Common Access Card (ICAC). In order to obtain the ICAC the Contractor is required to submit a USAFE IMT 79 (Request for Base Entry Identification), Memo of Base ID request and the Security Questionnaire for simple security check as well as a Police Good Conduct Report (Polizeiliches Fuehrungszeugnis). USAFE IMT 79, Memo of Base ID request and the Security Question forms shall be provided by the 786 CES/CEOES COR. Contractor personnel shall take the USAFE Form 79, Memo of Base ID request along with Police Good Conduct Report and the Security Questionnaire to Bldg #134 at Ramstein Air Base, to obtain the ICAC. Contractor Personnel shall only gain access to the KMC after the security check has been passed with positive result. It is the responsibility of the Contractor to collect and turn-in the ICAC to the COR within one week for personnel no longer employed.

1.7.3.2 ESCORT. The Contractor will be escorted for entry into Areas on Ramstein Air Base requiring escorted entry, as needed. Arrangements for escorts will be made by the COR.

1.7.3.3 SPECIAL QUALIFICATIONS. Contractor employees performing services shall be able to speak enough sufficient English to communicate on a basic level with on site personnel.

1.7.4 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 the 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.

1.7.4.1 CONFORMANCE WITH ENVIRONMENTAL REQUIREMENTS. The Contractor shall perform all work in accordance with 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 FGS for Germany and other important environmental laws & requirements applicable for all Contractors working on base will be made available upon request.

1.7.5 DOD MISSION ESSENTIAL SERVICES DURING CRISIS. It is determined that none of the services as stated in this PWS are mission essential.

1.8 CONTRACTOR MANPOWER REPORTING. The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the PM with safety inspections and repairs of hoist via a secure data collection site. The Contractor is required to completely fill in all required data fields at http://www.ecmra.mil.

1.8.1 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 any time during the FY, all data shall be reported no later than 31 October of each calendar year. Contractors may direct questions to the CMRA help desk via hyperlink.

1.8.1.1 Reporting Period: Contractors are required to input data by 31 October of each year.

1.8.1.2 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 released to the public with the Contractor name and contract number associated with the data.

1.8.1.3 USER MANUALS: Data for Air Force service requirements shall 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.

2.0 SERVICES SUMMARY (SS). The SS provides information on contract requirements and the expected level of the Contractor’s performance. The contract service requirements are summarized in performance objectives. The performance threshold briefly describes the acceptable levels of service required for each requirement. These thresholds are critical to mission success. During the first 30 days of the contract, four errors on each –performance objective will be allowed in an effort to overcome normal phase-in problems (this applies when there is a change of Contractor only).

Performance Objective

PWS Paragraph

Performance Threshold

SS-1. Perform Preventive Maintenance:

Annual maintenance on hoists are performed timely and properly IAW this PWS using the equipment listing in Appendix C and D.

SS-2. Perform Safety Inspections:

Annual safety inspections on hoists are performed timely and properly IAW this PWS using the equipment listing in Appendix C and D.

SS-3. Perform Routine Repair:

Routine repairs are performed properly and within times specified on hoists.

SS-4. Perform Emergency Repair:

Emergency repairs are performed properly and within times specified on hoists.

SS-5. Routine and Emergency Repair Reports:

Provide Submittals, Schedules and Reports: Submittals, Preventive Maintenance Schedules, and Reports provided are complete, accurate, and delivered within time specified.

1.5.2 including its sub-paragraphs No more than 2 late, incomplete or inaccurate submittals/schedules/reports per month

2.1 UNACCEPTABLE PERFORMANCE. The Contractor will be given four (4) hours after notification to correct unacceptable performance. If deficiencies are not corrected within the required time frame, the COR will notify the Contracting Officer for action. The Contractor shall re-perform at no cost to the government. Any re-performance and/or unacceptable performance will be documented by the COR and may result in the Government seeking equitable price reduction or adequate consideration IAW Federal Acquisition Regulation (FAR) clause 52.212-4, Contract Terms and Conditions-Commercial Items due to acceptance of nonconforming services.

2.2 QUALITY CONTROL. The contractor shall have and maintain a quality control program to ensure repair services are performed IAW commonly accepted commercial practices and services identified in this PWS. The contractor shall develop and implement procedures to identify, prevent, and ensure non-performance and continual repeat of defective service does not occur. As a minimum, the contractor shall have quality control procedures in place to address the areas identified in paragraph 2, Services Summary.

2.3 QUALITY ASSURANCE SURVEILLANCE. The government will inspect and evaluate the contractor’s performance to ensure services are IAW requirements set forth in this contract. When a performance threshold has not been met or contractor performance has not been accomplished, the COR will initiate and provide the CO with a Corrective Action Report (CAR) for issuance to the contractor. The contractor shall respond to the CAR IAW instructions provided and return it to the CO within 10 calendar days of receipt. The CO will forward the contractor’s response to the COR once received. The COR will perform re-inspection within 1 workday of receipt of contractor’s response

3.0 GOVERNMENT FURNISHED PROPERTY AND SERVICES. The government will provide electricity to the Contractor to perform services identified in this PWS.

4.0 APPLICABLE STANDARDS, LAWS AND REGULATIONS. The below list may not be complete and all inclusive. The contractor shall observe and abide by all standards, laws and regulations in their current version related to the maintenance and safety inspections of hoists, even if not listed.

5.0 APPENDICES.

APPENDIX A

ESTIMATED WORKLOAD DATA PER YEAR

NOTE:

(a) Each routine repair service call for Hoist is estimated to be 6 hours. The Contractor shall invoice and will be paid by service call, regardless of the actual duration of the repair work per call. If the actual hours worked exceed the total estimated hours for Routine Repair in Appendix A, Estimated Hoist Workload Data Per Year, by more than 10% at the end of the performance period, upon the request of the Contractor, an adjustment may be made for the hours worked in excess of the 10%, in accordance with clause DFARS 252.243-7002, Request for Equitable Adjustment. The basis for the adjustment are the total estimated hours for Routine Repairs in Appendix A, Estimated Hoist Workload Data Per Year

(b) Each emergency repair service call for Hoists is estimated to be 5 hours. The Contractor shall invoice and will be paid by service call, regardless of the actual duration of the repair work per call. If the actual hours worked exceed the total estimated hours for Emergency Repair in Appendix A, Estimated Hoist Workload Data Per Year, by more than 10% at the end of the performance period, upon the request of the Contractor, an adjustment may be made for the hours worked in excess of the 10%, in accordance with clause DFARS 252.243-7002, Request for Equitable Adjustment. The basis for the adjustment are the total estimated hours for Emergency Repairs in Appendix A, Estimated Hoist Workload Data Per Year

Appendix B

EQUIPMENT LISTING AND LOCATIONS