Solicitation-HDEC0412R0045.doc

Section SF 1449 - CONTINUATION SHEET

TABLE OF CONTENTS

HDEC04-12-R-0045

Please use the below table of contents to navigate through this document. Please read the solicitation clauses carefully as certain clauses require contractor fill-in information.

· Instruction To Offerors (52.212-1)………………………………………………page 3

· Evaluation of Offers (52.212-2)…………………………………………….……page 7

· Terms and Conditions (52.212-4)………………………………………………..page 12

· Performance Work Statement(PWS)…………………………………………….page 14

· Commissary Equipment List(s)….………………………………………………page 23

· Preventative Check List(s)……………………………………………………….page 24

· CLIN Information………………………………………………………………..page 30

· Solicitation Clauses.……………………………………………………………...page 39

INSTRUCTIONS TO OFFERORS

ADDENDUM TO FAR 52.212-1

INSTRUCTION TO OFFERORS- COMMERCIAL ITEMS

SUBMISSION OF OFFERS:

a. Proposals are to be submitted to the Defense Commissary Agency (DeCA), Supply/Equipment Acquisition Division DeCA/LEAE, ATTN: Shante Atkins, 1300 E Avenue, Fort Lee, Virginia 23801-1800. The complete proposal with authorized representative’s signature must be received by the closing date and time annotated within this solicitation.

b. Failure by the offeror to submit all of the requirements may be cause for the offer to be rejected with no further consideration given.

c. Technical specifications for the equipment covered by this requirement can be found on the Automated Commercial Equipment Description (ACED) website. Please reference the complete Commercial Equipment Description (CED) of the requested items at www.commissaries.com. Use the following instructions to navigate the website:

(1) Go to: www.commissaries.com

(2) To “About Us”

(3) To “Business with DECA”

(4) To “Equipment”

(5) To “Automated Commissary Equipment Descriptions”

(6) To “Search CED’s”

(7) In “Search” enter the CED number and search

(8) The CED will open for viewing/printing

CED numbers, for MHE covered by this requirement, can be found in the Performance Work Statement (PWS), Paragraph 1.2, Definitions.

d. Offerors must have updated on-line representations and certifications completed via the On-line Representations and Certifications Application (ORCA) at http://orca.bpn.gov. ORCA certifications must include the respective NAICS code found within the solicitation. The offeror only needs to complete paragraph (b) of FAR 52.212-3 and submit with their proposal.

e. By submission of an offer, the offeror acknowledges the requirement that a prospective awardee shall be registered in the CCR database prior to award, during performance, and through final payment of any contract resulting from this solicitation. If the Offeror does not become registered in the CCR database in the time prescribed by the Contracting Officer, the Contracting Officer will proceed to award to the next otherwise successful registered Offeror. (refer to clause 52.204-7 CENTRAL CONTRACTOR REGISTRATION (APR 2008))

Note: The System for Award Management (SAM) system will be deployed the end of July. Sam’s will replace the legacy systems CCR, ORCA, FedReg and EPLS. Below identifies the timelines and information related to this implementation.

The legacy systems will be closed for new data entry at the end of Tuesday, July 24th (midnight, eastern time). Contractors will not be able to enter new registrations or update existing registrations July 25th until the system comes up some time on Sunday, July 29th. .

Any data in the legacy systems at midnight on July 24th will be migrated to SAM. If a contractor/grantee is in the middle of a registration, the data they have saved will be migrated to SAM. If partial registrations are migrated to SAM, the contractor/grantee will have to complete the registration when SAM comes back on-line some time July 29th. New contractors should try to complete registrations before July 24th.

f. By submission of an offer, the offeror acknowledges the requirement to register in Wide Area Workflow (WAWF) prior to award. The successful awardee will be required to submit “combo invoices” in WAWF to facilitate the payment process. For more information on WAWF, please log in to https://wawf.eb.mil/. Offerors are encouraged to take the Web Based Training on the WAWF site if this is the first time providing a proposal to the government.

g. By submission of an offer, the offeror acknowledges the requirement to register in Electronic Document Access (EDA) prior to award. The successful awardee will use this site to receive and/or obtain the basic contract and any future modifications. For more information on EDA, please log in to http://eda.ogden.disa.mil/. Offerors are encouraged to review the Training Material on the EDA site if this is the first time providing a proposal to the government.

h. By submission of an offer, the offeror acknowledges the requirement to register in myInvoice prior to award. The successful awardee can use this site to review payment status for invoices. For more information on myInvoice, please log in to https://myinvoice.csd.disa.mil/. Offerors are encouraged to review the Instructions on the myInvoice site if this is the first time providing a proposal to the government.

i. Offeror’s are encouraged to arrange site visits to obtain detailed information regarding the equipment shown in the equipment list in the PWS. Arrangements should be made with the store director at each location. Store addresses and contact information can be found at http://www.commissaries.com/store_locator.cfm.

j. TECHNICAL CAPABILITY

Offerors shall submit a technical proposal, including exhibits. It is imperative that your written technical proposal explicitly addresses all of the evaluation factors and sub-factors set forth under Technical Capability below. Each question should be addressed separately. The narrative must be written in a clear, concise fashion, describing precisely HOW the offeror proposes to perform the requirements. If you plan on subcontracting, provide information on your subcontractor(s) in each narrative.

Management Plan Key Personnel/Roles:

1. Explain the key personnel that will be involved with this requirement; to include their positions, years of experience, knowledge and/or skills that will demonstrate their ability to perform the following functions:

Contract Administration/ability to coordinate with the Government

Reporting requirement

Invoicing/billing

Time Keeping

Service Technicians

Technical Training or Equivalent Experience:

1. Explain how each service technician has a sound mechanical aptitude, ability, and an extensive working knowledge of troubleshooting, diagnosis, and repairing the equipment included in this PWS. Explanation needs to include years of experience, levels of training, currency of training, frequency of training and knowledge of OSHA regulations.

Lead Time for Repair Parts:

1. Explain your management plan to obtain part(s) to perform the service within the time constraints of the PWS, to include the types of parts stocked in house verses parts that are obtained from parts supplier. What is the alternate plan to obtain parts if the regular parts supplier is out of stock to complete the service in accordance with the PWS?

Methodology to Achieve Services in the PWS

1. Provide an explanation as to how you are going to perform and complete the initial assessment as described in the PWS.

2. Provide Company’s standard PM practice and task list, to include all minimum standards as described in the PWS and the Governments minimum PM task list.

3. Explain how you will meet the requirement as described in paragraph 3.3 Repair material handling equipment of the PWS. To include the following scenarios:

1. Diagnosing failure(s)/problem(s). (example: types of specialty tools and technical manuals required to perform this diagnostic service)

2. The contract covers three locations and all three have failures on the same day at the same time.

3. The location calls and states that the forks will not move.

4. The location calls and states that they have a hydraulic leak.

5. The location calls and states that their forklift will not start.

6. When encountering a technical problem that is beyond the knowledge of the technical personnel, what is the contingency plan to repair the equipment?

4. The PWS requires a service ticket, invoice and monthly history report (submitted no later than the 10th day of the next month). Provide a plan to ensure PWS requirements are met in the event that the primary administrative personnel are unavailable to complete this requirement?

Quality Control

1. Describe how the company’s quality control plan ensures quality performance of the services, as outlined in the PWS.

2. Indicate any additional checks/services that your company routinely performs as part of the preventative maintenance service, as compared to the Check List in the PWS.

k. PAST PERFORMANCE

Submit at least five (5) references from companies that you have conducted business with for services that are similar to those listed in this solicitation within the last three (3) years. You should notify the references that we will be contacting them to complete past performance surveys and that they should respond promptly. THIS INFORMATION MUST BE SUBMITTED BY 4 P.M., EDT/EST, AUGUST 15, 2012. THIS INFORMATION MAY BE EMAILED TO THE Supply/Equipment Acquisition Division DeCA/LEAE, ATTN: Shante Atkins, Shante.Atkins@deca.mil. Include the following information for each reference:

(1) Name of Company

(2) Address of Company

(3) Name and Title of Point of Contact

(4) Phone Number/Fax Number/Email Address

(5) Type of Contract/Agreement

(6) Period of Performance of Contract/Agreement

(7) Annual Dollar Value of Contract/Agreement

(8) Description of Services Provided in Contract/Agreement

The references will be asked to provide information on your company’s past performance with regard to timeliness of service, quality of service, and customer service/business relations. Any other past performance information available will also be considered. Please do not submit past performance references from DeCA Commissaries. DeCA will obtain past performance information from the commissaries.

l. PRICE

Each offer must submit a firm fixed price for each equipment category which will have preventative maintenance services as well as a labor rate for repairs. The vendor will be paid for actual material charges supported by a copy of the prepaid materials invoice. DO NOT price materials CLINs. We will use a predetermined amount as a placeholder for system purposes.

m. PERIOD FOR ACCEPTANCE OF OFFERS: 90 days.

EVALUATION

ADDENDUM TO FAR 52.212-2

EVALUATION – COMMERCIAL ITEMS

Award will be made to the responsible offeror that submits the best value for all locations. MHE requirements combine various store locations, within geographic proximity, into groups determined by the Requirements Division (LELE). All stores making up a group will be solicited together, and will be awarded on an all or none basis. The Contracting Officer will use best value, trade-off procedures to make the final source selection. The process permits tradeoffs among cost or price and non-cost factors and allows the Government to accept other than the lowest priced proposal or other than the highest technically rated offer. Award will be made to the responsible offeror whose offer conforming to the solicitation will provide the best value to the Government considering the evaluation factors as stated below.

1. Evaluation Methodology Combined Technical/Risk Rating: The combined technical/risk rating includes consideration of risk in conjunction with the strengths, weaknesses, and deficiencies in determining technical ratings. Combined technical/risk evaluations shall utilize the combined technical/risk ratings listed in Table 1.

Table 1. Combined Technical/Risk Ratings

2. EVALUATION FACTORS: Offerors proposals will be evaluated against the following factors:

Factor 1 – Combined Technical/Risk

Sub-factor 1 – Management Plan

Sub-factor 2 – Methodology to Achieve Services in the PWS

Sub-factor 3 – Quality Control

Factor 2 – Past Performance

Sub-factor 1 – Relevancy (similarity of work, dollar value, contract type, degree of sub-contracting)

Sub-factor 2 – Confidence

Factor 3 – Cost/Price

b. Order of Importance – Technical and Past Performance, when combined, are approximately equal to cost or price.

Factor 1: Combined Technical/Risk

Sub-factor 1.1: Management Plan

a. Submission Requirements:

Key Personnel/Roles:

1. Explain the key personnel that will be involved with this requirement; to include their positions, years of experience, knowledge and/or skills that will demonstrate their ability to perform the following functions:

Contract Administration/ability to coordinate with the Government

Reporting requirement

Invoicing/billing

Time Keeping

Service Technicians

Minimum Requirement: Offeror provided complete information detailing employees and their duties as they are applicable to this requirement.

Technical Training or Equivalent Experience:

1. Explain how each service technician has a sound mechanical aptitude, ability, and an extensive working knowledge of troubleshooting, diagnosis, and repairing the equipment included in this PWS. Explanation needs to include years of experience, levels of training, currency of training, frequency of training and knowledge of OSHA regulations.

Minimum Requirement: Offeror has evidence that service technicians possesses factory training, technical schools, apprenticeship, or equivalent job experiences that are applicable to service this requirement.

Lead Time for Repair Parts:

1. Explain your management plan to obtain part(s) to perform the service within the time constraints of the PWS, to include the types of parts stocked in house verses parts that are obtained from parts supplier. What is the alternate plan to obtain parts if the regular parts supplier is out of stock to complete the service in accordance with the PWS?

Minimum Requirement: Offeror has repair parts available and a plan to obtain parts in accordance with the PWS.

Sub-factor 1.2: Methodology to Achieve Services in the PWS

a. Submission Requirements:

1. Provide an explanation as to how you are going to perform and complete the initial assessment as described in the PWS.

Minimum Requirement: Contractor provides a plan which describes the logistics to visit each site, perform a full assessment of each piece of equipment and provide estimate and recommendations within 30 days of contract award.

2. Provide Company’s standard PM practice and task list, to include all minimum standards as described in the PWS and the Governments minimum PM task list.

Minimum Requirement: Offeror provides detailed information to perform minimum PM IAW PWS and task list which meets the PM task list provided by the government.

3. Explain how you will meet the requirement as described in paragraph 3.3 Repair material handling equipment of the PWS. To include the following scenarios:

1. Diagnosing failure(s)/problem(s). (example: types of specialty tools and technical manuals required to perform this diagnostic service)

2. The contract covers three locations and all three have failures on the same day at the same time.

3. The location calls and states that the forks will not move.

4. The location calls and states that they have a hydraulic leak.

5. The location calls and states that their forklift will not start.

6. When encountering a technical problem that is beyond the knowledge of the technical personnel, what is the contingency plan to repair the equipment?

Minimum Requirement: Offeror possesses the tools and has access to manuals for diagnosing failure(s)/problem(s) that are applicable to properly service this requirement.

4. The PWS requires a service ticket, invoice and monthly history report (submitted no later than the 10th day of the next month). Provide a plan to ensure PWS requirements are met in the event that the primary administrative personnel are unavailable to complete this requirement?

Minimum Requirement: Offeror provides a plan which encompasses all of the information required in PWS paragraph 3.4 Provide service ticket, invoice and service history for material handling equipment covered by the contract.

Sub-factor 1.3: Quality Control

a. Submission Requirements:

1. Describe how the company’s quality control plan ensures quality performance of the services, as outlined in the PWS.

2. Indicate any additional checks/services that your company routinely performs as part of the preventative maintenance service, as compared to the Check List in the PWS.

Minimum Requirement:

Offeror proposes a plan to ensure quality performance of the services outlined in the PWS.

Factor 2: Past Performance: The contractor is required to submit at least five (5) references from companies that they have conducted business with for services that are similar to those listed in this solicitation within the last three (3) years.

Past Performance evaluation results in an assessment of the offeror’s probability of meeting the solicitation requirements. The past performance evaluation considers each offeror’s demonstrated recent and relevant record of performance in supplying products and services that meet the contract’s requirements

Sub-factor 2.1 Relevancy: The first aspect of past performance evaluation is to determine how relevant the recent efforts accomplished by the offeror are to the effort required by the solicitation and resultant contract. In establishing what is relevant for this acquisition, consideration will be given to those aspects of an offeror’s contract history that will give the greatest ability to measure whether the offeror will satisfy the current procurement. Common aspects of relevancy include similarity of service/support, complexity; dollar value, contract type, and degree of subcontract/teaming.

Past Performance Relevancy Ratings

Each past performance reference will be assigned a rating of “Relevant” or “Not Relevant.” Those references that are relevant will then be evaluated for Performance Confidence.

2.2 Past Performance Confidence: The second aspect of the past performance is to determine how well the offeror performed under contract, as an offeror’s past performance is one indicator of their ability to perform the contract successfully. The evaluation of past performance will not be based on absolute standards of acceptable performance, but an offeror’s overall past performance history. The Government is seeking to determine whether the offeror has consistently demonstrated a genuine concern for customer satisfaction by delivering quality services, in a timely manner while establishing and maintaining a professional business relationship.

One overall performance confidence assessment rating is assigned to each offeror based on the offeror’s relevant past performance. Offerors with no relevant performance history will receive an Unknown Confidence Rating.

Performance Confidence Assessments

Service Timeliness

1. How is this company rated regarding their timeliness in responding and completing work/repair requests?

2. Do reports/surveys indicate that the offeror is responsive regarding contract requirements, documentation needed, etc.?

Repair History

1. Does the contractor fully diagnose symptoms and identify required repairs on the initial visit for a specific complaint?

2. Does the contractor complete repairs to bring the equipment to fully operable conditions on the first repair visit?

Customer Satisfaction

1. Do reports/surveys indicate that the offeror has proactive practices towards business relations and customer satisfaction?

2. Do reports/surveys indicate that customers would select this Offeror again if they were given the opportunity?

Factor 3: Cost/Price

a. Submission Requirements Each offer must submit a fixed price for preventative maintenance services for each equipment category. The contractor must also submit fixed labor rate for repairs.

b. Evaluation criteria The firm fixed price for each equipment category will be added to the sum of the number of estimated labor hours multiplied by the offerors labor rate to determine the total price for each location per year. The government will evaluate the offeror’s submitted labor rate compared to the commercial industry in designated geographic area. The totals for each location per year will be added together to develop a total value for each proposal.

To determine the price per Sub-CLIN first:

Time

Labor Rate multiplied by the number of estimated hours

Materials

Predetermined amount as a placeholder for system purposes

Preventative Maintenance Services

Firm Fixed Price multiplied by the quantity per sub-CLIN

The price per sub-CLIN will be totaled per CLIN for the base and two option periods for a total evaluated price by location. All CLINs will be added together providing a total evaluated price for all locations.

Award will be made to the responsible offeror whose offer, conforming to the solicitation, provides the Best Value to the Government, considering technical, past performance and price.

TERMS AND CONDITIONS

ADDENDUM TO FAR 52.212-4

TERMS AND CONDITIONS - COMMERCIAL ITEMS

The following paragraphs have been changed/added to FAR 52.212-4 Terms and Conditions – Commercial Items.

1. Administrative Modifications:

The government may issue unilateral written modifications that do not affect the substantive rights of the parties. Examples of administrative modifications are corrections in the payment office address or changes to the accounting and appropriation data. Contract modifications will be issued and accessed through the Electronic Document Access System (EDA) http://eda.ogden.disa.mil. Contractors must complete the on-line registration available at the website in order to retrieve documents displayed there.

2. Payment Procedures:

Contract payments will be processed electronically via EFT through Defense Finance and Accounting Service (DFAS). Prior to DFAS releasing any contract payment, the contractor must submit a proper invoice using Wide Area Work Flow (WAWF) electronic commerce. After a proper invoice is received, a Government representative will acknowledge acceptance and receipt. After all items are properly submitted, the contract payment will be processed via DFAS electronically.

The contractor must access the WAWF Vendor Tools on the DFAS website and complete the requirements to obtain an active WAWF account. This will allow the contractor to submit invoices via WAWF so that payments can be processed electronically through EFT.

All invoices shall be submitted electronically to DFAS Columbus via https://wawf.eb.mil/ in accordance with DFARS clause 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports (MAR 2008). The contract will require the type of invoice to be used as “Invoice and Receiving Report (COMBO)”. Separate invoices shall be created for each location and service call.

Pay DoDAAC: Block 18a of the contract.

Admin DoDAAC: Block 9 of the contract

Ship To DoDAAC:

Scott-HQCCAV Payment status can be obtained by checking the Misc Info Tab on your invoice in WAWF and on the MyInvoice link or at https://myinvoice.csd.disa.mil/index.html.

Payment Inquiries: Payment questions can be addressed by calling DFAS – Columbus, OH Customer Service at 800-756-4571, Opt 2, Opt 2.

If you need technical assistance on WAWF, contact: Ogden Help Desk, 866-618-5988, Opt 2, Opt 3

3. Period of Performance:

Base Year:

September 26, 2012 through July 31, 2013

Option Year 1:

August 1, 2013 through July 31, 2014

Option Year 2: August 1, 2014 through July 31, 2015

4. Be advised that this contract(s) will be posted on http://www.commissaries.com/business/contracting.cfm at two distinct points during the procurement cycle:

(1) RECENT CONTRACT AWARDS - The first posting will take place immediately after the contract is awarded and will contain only the base year pricing.

(2) HISTORICAL PRICING – The second posting will take place when it is time for re-solicitation of an existing contract and will contain all CLINs and Sub-CLINs prices of the base period and all exercised options of the contract which is about to expire and is being re-solicited.

5. Labor Poster Information

Clause at 52.222-41, Service Contract Act of 1965, as amended, is applicable to the services performed under this contract. The contractor is responsible for obtaining and posting the following publications available at http://www.dol.gov/compliance/topics/posters.htm

1. Employee Rights on Government Contracts (WHD Publication 1313)

2. Employee Rights under Fair Labor Standards Act (WHD Publication 1088)

3. Equal Employment Opportunity is the Law (OFCCP 1420)

If you are unable to obtain a copy of the applicable posters at the above web site, please contact the Contract Administrator identified on page one of this award document.

6. Ceiling Price

This contract includes ceiling prices for each Material sub-CLIN and each Time sub-CLIN. Each Time and Material Sub-CLIN is to be monitored by both the Defense Commissary Agency location and the Contractor. If the Contractor exceeds the ceiling price they do so at their own risk of not being paid for services. The below is the ceiling price per sub-CLIN

Scott Air Force Base Sub-CLIN 0001AA Time

TBD at time of Award

Sub-CLIN 0001AB Materials

TBD at time of Award

PERFORMANCE WORK STATEMENT

Performance Work Statement (PWS)

Maintenance and Repair of Material Handling Equipment (MHE)

1 Introduction

Maintenance and Repair of Material Handling Equipment (MHE) at various Defense Commissary Agency (DeCA) locations.

1.1 Scope

Provide Preventive Maintenance (PM) and unscheduled repair of MHE, as identified, located at DeCA commissaries and/or Central Distribution Centers (CDC).

1.2 Definitions

A. Contractor: The party to a contract who is responsible for providing the contracted services.

B. Material(s)/Part(s): Includes all items which enable the equipment listed to operate in accordance with manufacturer's recommendations. Such items may include but are not limited to: batteries, filters, belts, hoses, tires, and various fluids. Fuel, of any type, is not provided via this maintenance contract. Any part or material which individually costs five dollars ($5.00) or less shall be absorbed in the contractor’s overhead; regardless of quantity purchased or used.

C. Material Handling Equipment: For coverage purposes this PWS will cover the following types of equipment:

Repair and PM:

· Pallet Jack, Electric Walkie, 6000 Lb Capacity, DeCA CED # 1R05-A

· Pallet Jack, Electric Walkie Stacker, 3000 Lb Capacity DeCA CED # 1R05-B

· Forklift, Electric, Sit-Down, Low Profile DeCA CED # 1R06

· Narrow Aisle, Reach and Tier DeCA CED # 1R07

· Pallet Jack, Electric Walkie-Rider, 6000 Lb Capacity DeCA CED # 1R08

· Forklift, Sit-Down, Propane DeCA CED # 1R12-A

· Forklift, Sit-Down, Gasoline DeCA CED # 1R12-B

· Order Picker / Stock Selector, 3000 Lb Capacity, DeCA CED # 1R13

Repair Only:

· Battery Charger, 24 Volt, DeCA CED # 1R01

· Battery Charger, 36 Volt, DeCA CED # 1R04

Not all equipment types listed will be at each location. An itemized listing of equipment located at each Commissary is attached to the solicitation and the contract. Only items listed for each store are covered by the contract. A contract modification is required to change the equipment list for each store.

1.3 Key Government Positions

A. Contracting Officer (KO): An individual with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the contracting officer acting within the limits of their authority as delegated by the contracting officer.

B. Contracting Officer's Representative (COR): An individual, including a contracting officer’s technical representative (COTR), designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

C. Store Director (SD): An individual responsible for overall commissary operations. When the term SD is used elsewhere in this contract, it means the SD personally or the Acting SD.

D. Supply Management Specialist (SMS): An individual responsible for administrative work primarily concerned with analyzing, developing, evaluating, or promoting improvements in the policies, plans, methods, procedures, systems, or techniques of an equipment/maintenance program.

2 General Requirements

Contractor shall provide all labor, supervision, equipment, tools, materials, parts, transportation of employees, permits and other necessary items to perform the various services as identified in this PWS. The contractor shall have access to technical manuals required to perform the services as stated in this PWS.

At time of award and throughout the duration of this contract, the Contractor shall assure that Contractor personnel completely understand the requirements of this PWS. All Contractor service technicians must have licenses to operate all equipment covered in this PWS and must provide evidence of such license if requested by the COR. Service technicians should have a sound mechanical aptitude, ability, and an extensive working knowledge of troubleshooting, diagnosis, and repair of the equipment included in this PWS, to include various attachments and the following systems:

INTERNAL COMBUSTION EQUIPMENT

ELECTRONIC POWERED EQUIPMENT

Transmission All Electric Motors

Engine Electric Control Panels

Hydraulic System Hydraulic System

Drive Axle and Brakes Drive Axle and Brakes

Steering Axle and Brakes Steering Axle and Brakes

Electrical System Electronic Control Panels/Computer boards

Electronic Control Panels/Computer boards

2.1 Non-Personal Services

The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the KO immediately.

2.2 Business Relations

The Contractor shall work to integrate and coordinate all activities needed to execute the requirements of this PWS with the SD and/or the COR, and with headquarter personnel (SMS) as dictated in section 3. The Contractor shall manage the timeliness, completeness, and problem identification of all equipment issues. The Contractor shall provide corrective action plans, submit quotes, monitor timely identification of issues, and the management of subcontractors if required. The Contractor shall seek to ensure customer satisfaction at all times and present a professional and ethical business behavior to include all Contractor personnel.

2.3 Contract Administration and Management

The following subsections specify requirements for contract, management and personnel administration.

2.3.1 Contract Management

The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The Contractor must maintain continuity between the support operations at corresponding DeCA locations, the headquarter level and the Contractor's corporate offices.

2.3.2 Contract Administration

The Contractor shall establish processes and assign appropriate personnel resources to effectively administer the requirements of this contract. The Contractor shall respond to Government requests for contractual actions with-in the time constraints as dictated in section 3. The Contractor shall have a single point of contact (POC) identified between the Government and Contractor assigned to support this contract. The Contractor shall assign/direct the work effort, maintaining proper and accurate time keeping records of personnel assigned to work on this requirement. The Contractor shall ensure DeCA email addresses are in their address book to prevent any loss or delay in communications.

2.4 Subcontract Management

The Contractor shall be responsible and accountable for subcontractor performance on this requirement. The prime Contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors may add subcontractors to their team after notification to the KO.

2.5 Contractor Personnel

The following subsections specify requirements for contract, management and personnel administration.

2.5.1 Personnel Training

The Contractor shall accomplish the assigned work by qualified personnel with appropriate combinations of education, training, and experience.

2.5.2 Consumption or Use of Government Property

The Contractor shall not permit Contractor personnel to consume or use Government-owned resale items or any Government-owned equipment or supplies that are not specifically provided for Contractor use under this contract.

2.5.3 Use of Alcoholic Beverages/Drugs

The Contractor shall not permit Contractor employees to work under the influence of alcoholic beverages, illegal drugs, or illegally controlled substances. Contractor personnel are prohibited from using alcoholic beverages, illegal drugs, or illegally controlled substances while on duty.

2.5.4 Removal of Employees for Cause

The KO will require, in writing, that the Contractor immediately bar any Contractor employee from performing further work under this contract for any of the following actions: Willful destruction or mishandling of Government, patron, or vendor property; theft; use of alcoholic beverages, illegal drugs or illegal use of controlled substances; execution of work in other than a skillful manner; displaying disruptive/unacceptable behavior (e.g., abusive, demeaning, foul or threatening language and/or fighting) and willful violations of safety standards by Contractor personnel. Removal of any employees for such cause shall not constitute a valid basis for non-performance of contract services or a claim for additional compensation.

2.5.5 Installation Access

The Contractor shall be responsible for obtaining installation access as required for all

Contractor employees authorized to work at the site specifically for this contract. Any Government furnished identification shall be returned to the Government when the Contractor employee no longer works for the Contractor at this installation or at the end of the contract whichever comes first. Military, retired or dependant identification cards are not authorized for use as a means to access the base for performance on this contract. Additionally, see Federal Acquisition Regulation Clause 52.204-4500 and 52.204-9.

2.5.5.1 Denial of Installation Access

Contractor employees may be denied access to the military installation by the installation law enforcement officials if it is determined that such entry may be contrary to good order, discipline or the security of the installation. The installation may bar Contractor employees from entering the military installation under the provisions of Title 18, United States Code Section 1382.

2.5.5.2 Motor Vehicle Registration

Prior to commencing work Contractor employees shall register their vehicles IAW the installation motor vehicle registration regulations.

2.5.6 Parking

The Contractor employees shall park only in areas designated by the SD.

2.5.7 Shopping Privileges

Contractor employees who are authorized to make purchases in commissaries shall show appropriate identification before purchasing commissary items and shall immediately remove the item(s) purchased from the commissary through the main exit door. Contractor employees with commissary privileges shall shop in the commissary only when they are off duty. Contractor personnel with commissary privileges shall not purchase merchandise for consumption by other personnel or organizations not authorized to shop in the commissary.

2.5.8 Identification of Contractor Personnel

Contractor personnel shall be easily recognized by wearing distinctive clothing bearing the name of the company and/or company identification. Contractor personnel shall wear required government furnished badge at all times during performance of this contract. Contractor personnel must use Personal Protective Equipment (PPE) as required IAW OSHA 29 Code of Federal Regulations (CFR) 1910.132.

2.6 Location and Hours of Work

The following subsections specify requirements for contract, management and personnel administration.

2.6.1 Contractor Hours of Performance

The hours of performance are Monday through Friday, 8:00 a.m. to 5:00 p.m. local time at the store, excluding federal holidays. Hours shall be recorded and invoiced in fifteen (15) minute increments from the time the contractor enters the Commissary until the contractor exits the commissary.

2.6.2 Closing for Inclement Weather or Emergency Conditions

In the event that inclement weather or other emergency conditions force commissary closure, the SD and Contractor’s POC will agree upon the method by which the Contractor’s POC will receive notification about closures or delayed reporting times. The Contractor shall provide service as long as the commissary remains open.

2.6.3 Location of Work

On site work is required; however, in the event that it is not feasible, authorization will be obtained from the COR, who will complete a DeCA Form 40-108 for equipment removed from the installation. Contractor signature on the form will serve to hold the Contractor liable for any and all loss or damage to such equipment while in the Contractor’s possession. The Contractor will notify the COR when equipment will be off site for a duration exceeding seven (7) calendar days. The COR will coordinate with DeCA HQ if backup equipment is not readily available at the store and determine a plan of action.

2.7 Quality Control Plan

The Contractor shall establish and forward to the KO a complete quality control plan. The Contractor is required to submit the quality control plan with the proposal. The Contractor shall provide an updated copy of the quality control plan to the KO as changes occur. At a minimum the plan shall include the following:

2.7.1 Inspection System

The plan shall include an inspection system covering all the maintenance and repair services required by this contract and any other areas deemed necessary by the Contractor. The plan must specify the services and equipment to be inspected on either a scheduled or unscheduled basis, and how often inspections will be accomplished.

2.7.2 Methods of Identifying/Preventing Deficiencies

The Contractor shall establish methods for identifying/preventing deficiencies in the quality of services performed before the level of performance becomes unacceptable.

2.7.3 Records

The plan shall include on-site records of all inspections conducted by the Contractor and any necessary corrective action taken. This documentation and all records and schedules, as described in the PWS, that are the responsibility of the Contractor, are the property of the Government and shall be made available to the Government during the term of the contract.

3 Performance Requirements

The following section specifies the Performance Objectives and Performance Elements for the contract.

3.1 Provide initial assessment for material handling equipment covered by the contract.

Performance Standards:

Standard: Determine if equipment is in compliance with federal, state, local laws, regulations, Occupational Safety and Health Administration (OSHA) and Original Equipment Manufacturer (OEM) standards.

Standard: If more than one technician is required, contractor shall state in the estimate and have it approved by the SMS before work is performed.

Standard: Completes initial assessment and provides recommendations to include priced quotes for repair(s) of equipment within thirty (30) calendar days of contract award.

Required Documentation

A001 Report of assessment which includes an estimated value for each repair.

3.2 Perform preventive maintenance for material handling equipment.

Performance Standards

Standard: Coordinate date/time of work with the COR within fifteen (15) calendar days of the scheduled PM services. COR may accept or propose an alternate schedule within 5 days, however, the COR may not deny performance of the PM during the prescribed maintenance schedule.

Standard: Maintain cleanliness of area to include disposal of all materials in accordance with all applicable local, state and federal regulations. Nonhazardous materials may be disposed of on site.

Standard: Minimize interference of daily operations by performing PM in a COR designated work area. The COR shall provide a safe work area for the Contractor to perform the PM services.

Standard: At minimum comply with DeCA prescribed maintenance schedules. Completed PM shall comply with all federal, state and local laws, regulations, OSHA and DeCA standards.

Standard: Provide Service Ticket with a PM checklist to COR at time of PM services being rendered. Service Ticket and PM checklist shall be signed by Contractor and COR or alternate with a copy left at the location and the original to be maintained by the Contractor. The signed documents shall be attached to the invoice in Wide Area Work Flow (WAWF).

Standard: Any deficiencies identified during PM should be processed in accordance with PWS paragraph 3.3.

Standard: Any parts/materials necessary to complete the PM are authorized up to $500.00. Any parts/materials over $500.00 needed to complete the PM must have prior approval by DeCA HQ SMS (to be identified at time of award).

Required Documentation

A002 PM Checklist

A003 Signed Service Ticket

3.3 Repair material handling equipment.

Performance Standards

Standard: Respond to service call and provide a signed repair quote within 16 working hours after receiving call from COR. No more than 3 delinquent responses per store per contract year.

Standard: Repairs costing over $2,500.00 shall be made with the approval from DeCA HQ SMS.

Standard: If more than one technician is required to perform work, the Contractor shall provide the rational for the second technician for this requirement in the estimate and then have it approved by the DeCA HQ SMS before work is performed.

Standard: Minimize interference of daily operations by performing repairs in a COR designated work area. The COR shall provide a safe work area for the Contractor to perform the repair services.

Standard: Perform approved repairs within 7 working days. Completed repairs shall comply with all federal, state and local laws, regulations, OSHA and OEM standards. All replacement material(s) shall be OEM compliant which will allow warranty to stay intact. Contractor will provide parts/warranty documents when requested by COR (A004).

Standard: Maintain cleanliness of area to include disposal of all materials in accordance with all applicable local, state and federal regulations. Nonhazardous materials may be disposed of on site.

Standard: At the time of completion for each repair the service ticket shall be signed by both the COR and the Contractor representative. A copy of the signed service ticket shall be given to the COR and the original shall be maintained by the Contractor. The Contractor shall attach the signed service ticket to invoice in WAWF.

Standard: No more than 3 calls per month for any repair on one piece of equipment; except when authorized by a SMS.

Standard: No more than 2 validated call backs per month for the same repair; except when authorized by a SMS.

Required Documentation

A003 Signed service ticket

A004 Parts/material warranty documents

3.4 Provide service ticket, invoice and service history for material handling equipment covered by the contract.

Performance Standards Standard: Furnish completed service ticket for each repair and PM provided at the time the service is rendered to COR. Service ticket must be signed by both the contractor’s representative and COR before leaving the Commissary for the day. A copy of the signed service ticket will be left at the location and the contractor shall maintain the original.

Service history report (Attachment A) shall include the following:

· DeCA Location

· CLIN Number

· Service ticket number/job order number.

· Date and time of service call notification.

· Date/Time of quote provided (not required for PM Services).

· DeCA bar code.

· Make, model and serial number of the equipment involved.

· Date and time work started for each service.

· Date and time work ended for each service.

· Total number of hours expended for service.

· Description of malfunction and work/service performed.

· All materials used listed by part number, part name, quantity and cost per unit which shall be supported by actual supplier invoices.

· If any portion of the work is sub-contracted the number of hours and the dollar amount of the sub-contracted work.

· If any portion of work is sub-contracted the sub-contractors invoice shall be submitted with the service ticket to the COR.

Standard: Submit combo invoice in WAWF and attach all supporting documents to include but not limited to Service Ticket, PM Check list, parts receipts, subcontractor invoices, etc in WAWF. Submit combo invoice no later than seven (7) calendar days after service is rendered.

Standard: Maintain a service history report for repairs and PM services in accordance with Attachment A. Report shall be submitted monthly to KO, Contract Specialist and the DeCA HQ SMS. The report for each month is due no later than the 10th day of the following month.

Required Documentation

A003 Signed service ticket

A005 Electronic spreadsheet

A006 WAWF Invoice

4 Required Documentation

The Contractor shall provide the Required Documentation as specified throughout this PWS. Delivery schedule for the Required Documentation shall be outlined in the PWS

A001

Report of assessment which includes an estimated value for each repair.

A002

PM Checklist A003

Signed service ticket A004

Warranty documents (Part/Material) A005

Electronic spreadsheet A006

WAWF Invoice 5 Special Requirements

This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

5.1 Safety

The Contractor shall comply with all applicable OSHA, DOD, DeCA and installation safety regulations.

5.2 Security of Property

The Contractor shall be responsible for safeguarding all property while in the Contractor's possession. A Government representative will designate entrances and exits for Contractor personnel to use in the commissary. At the close of each work period, the Contractor shall return all government equipment and materials provided for Contractor’s use to the proper designated location.

5.3 Accident Reporting

The Contractor shall report all accidents immediately to the COR or on duty Government manager. The Contractor shall maintain an accurate record of, and will report to the SD on DeCA Form 30-69, all accidents resulting in death, traumatic injury, occupational illness or damage to any Government property incident to work performed under this contract. Such notification shall be as soon as practicable, but in no case later than the next business day following the accident.

6 Government Furnished Materials

This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

6.1 Utilities

The Government will provide the utilities necessary to perform all operations required by this contract.

6.2 Telephone

The Government will provide access to local telephone service (installation and surrounding community). The local service is limited to use for official business only (Government business and emergencies).

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