15R0027_Ft_Buchanan_Solicitation.pdf

SEE ADDENDUM

(No Collect Calls)

HDEC04-15-R-0027 05-Mar-2015

b. TELEPHONE NUMBER 8. OFFER DUE DATE/LOCAL TIME

04:00 PM 19 Apr 2015

5. SOLICITATION NUMBER 6. SOLICITATION ISSUE DATE

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

STANDARD FORM 1449 (REV. 2/2012)

Prescribed by GSA – FAR (48 CFR) 53.212

(TYPE OR PRINT)

(SIGNATURE OF CONTRACTING OFFICER)

ADDENDA ARE

26. TOTAL AWARD AMOUNT (For Gov t. Use Only )

23.

CODE 10. THIS ACQUISITION IS

SUCH ADDRESS IN OFFER

17b. CHECK IF REMITTANCE IS DIFFERENT AND PUT

BELOW IS CHECKED

TELEPHONE NO.

HDEC049. ISSUED BY

18b. SUBMIT INVOICES TO ADDRESS SHOWN IN BLOCK 18a. UNLESS BLOCK

7. FOR SOLICITATION

INFORMATION CALL:

a. NAME

CHRISTINA WILLIS

2. CONTRACT NO. 3. AWARD/EFFECTIVE DATE 4. ORDER NUMBER

(TYPE OR PRINT)

30b. NAME AND TITLE OF SIGNER 30c. DATE SIGNED 31b. NAME OF CONTRACTING OFFICER

30a. SIGNATURE OF OFFEROR/CONTRACTOR 31a.UNITED STATES OF AMERICA

0 27a. SOLICITATION INCORPORATES BY REFERENCE FAR 52.212-1. 52.212-4. FAR 52.212-3. 52.212-5 ARE ATTACHED.

25. ACCOUNTING AND APPROPRIATION DATA

1. REQUISITION NUMBER

20.

ADDITIONAL SHEETS SUBJECT TO THE TERMS AND CONDITIONS SPECIFIED.

OFFEROR TO COMPLETE BLOCKS 12, 17, 23, 24, AND 30

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

HQCSKU50142700000

ARE NOT ATTACHED

27b. CONTRACT/PURCHASE ORDER INCORPORATES BY REFERENCE FAR 52.212-4. FAR 52.212-5 IS ATTACHED. ADDENDA ARE ARE NOT ATTACHED

(BLOCK 5), INCLUDING ANY ADDITIONS OR CHANGES WHICH ARE

SET FORTH HEREIN, IS ACCEPTED AS TO ITEMS:

. YOUR OFFER ON SOLICITATION

28. CONTRACTOR IS REQUIRED TO SIGN THIS DOCUMENT AND RETURN

% FOR:SET ASIDE:UNRESTRICTED OR X

SMALL BUSINESSX

WOMEN-OWNED SMALL

BUSINESS (WOSB)

17a.CONTRACTOR/ CODE FACILITY

OFFEROR CODE

DEFENSE COMMISSARY AGENCY

SUPPLY & EQUIPMENT DIVISION

BUILDING P 11200

1300 E AVENUE

FORT LEE VA 23801-1800

18a. PAYMENT WILL BE MADE BY CODE

RATED ORDER UNDER

DPAS (15 CFR 700)

13a. THIS CONTRACT IS A

13b. RATING

CODE15. DELIVER TO CODE HQCSKU 16. ADMINISTERED BY

12. DISCOUNT TERMS11. DELIVERY FOR FOB DESTINA-

TION UNLESS BLOCK IS

MARKED

SEE SCHEDULE

14. METHOD OF SOLICITATION

RFQ IFB RFPX

FORT BUCHANAN COMMISSARY

689 N TERMINAL ROAD

FORT BUCHANAN PR 00934-4576

TEL: FAX:

(804) 734-8269/8886FAX:

TEL: SERVICE-DISABLED

VETERAN-OWNED

SMALL BUSINESS

8(A)

HUBZONE SMALL

BUSINESS

ECONOMICALLY DISADVANTAGED

WOMEN-OWNED SMALL BUSINESS

(EDWOSB)

SIZE STANDARD:

$7.5 million

NAICS:

811310

X

OFFER DATED

29. AWARD OF CONTRACT: REF.

DELIVER ALL ITEMS SET FORTH OR OTHERWISE IDENTIFIED ABOVE AND ON ANY

COPIES TO ISSUING OFFICE. CONTRACTOR AGREES TO FURNISH AND

EMAIL:

TEL:

31c. DATE SIGNED

SEE SCHEDULE

SCHEDULE OF SUPPLIES/ SERVICESITEM NO. QUANTITY UNIT UNIT PRICE AMOUNT

24.22.21.19.

32g. E-MAIL OF AUTHORIZED GOVERNMENT REPRESENTATIVE

SOLICITATION/CONTRACT/ORDER FOR COMMERCIAL ITEMS

(CONTINUED)

PAGE 2 OF62

ACCEPTED, AND CONFORMS TO THE CONTRACT, EXCEPT AS NOTED: ______________________________________________________

32a. QUANTITY IN COLUMN 21 HAS BEEN

RECEIVED INSPECTED

32b. SIGNATURE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32c. DATE 32d. PRINTED NAME AND TITLE OF AUTHORIZED GOVERNMENT

REPRESENTATIVE

32e. MAILING ADDRESS OF AUTHORIZED GOVERNMENT REPRESENTATIVE 32f . TELEPHONE NUMBER OF AUTHORIZED GOVERNMENT REPRESENTATIVE

37. CHECK NUMBER

FINALPARTIALCOMPLETE

36. PAYMENT35. AMOUNT VERIFIED

CORRECT FOR

34. VOUCHER NUMBER

FINAL

33. SHIP NUMBER

PARTIAL

38. S/R ACCOUNT NUMBER 39. S/R VOUCHER NUMBER 40. PAID BY

41a. I CERTIFY THIS ACCOUNT IS CORRECT AND PROPER FOR PAYMENT

41b. SIGNATURE AND TITLE OF CERTIFYING OFFICER 41c. DATE

42a. RECEIVED BY (Print)

42b. RECEIVED AT (Location)

42c. DATE REC'D (YY/MM/DD) 42d. TOTAL CONTAINERS

STANDARD FORM 1449 (REV. 2/2012) BACK

Prescribed by GSA – FAR (48 CFR) 53.212

AUTHORIZED FOR LOCAL REPRODUCTION

PREVIOUS EDITION IS NOT USABLE

SEE SCHEDULE

20.

SCHEDULE OF SUPPLIES/ SERVICES

21.

QUANTITY UNIT

22. 23.

UNIT PRICE

24.

AMOUNT

19.

ITEM NO.

HDEC04-15-R-0027

Section SF 1449 - CONTINUATION SHEET

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

Fort Buchanan Commissary MHE

FFP

Preventive Maintenance (PM) and Repair of Material Handling Equipment Base: May 1, 2015 or "Date of Award" - April 30, 2016

PMs shall include: labor, parts, expendables, fluids and trip charges to perform the requirements listed in the PM checklist. See Performance Work Statement (PWS) attached.

The contractor is responsible for capturing costs to complete the administrative process of manpower reporting. See PWS attached.

FOB: Destination

PURCHASE REQUEST NUMBER: HQCSKU50142700000

NET AMT

0001AA 54 Hours Time - Unscheduled Maint/Repairs-Rucker

T&M

Hourly Rate

TOT ESTIMATED PRICE

CEILING PRICE

0001AB 7,000 Each Materials

T&M

This is NOT a priced CLIN, it is a pre-determined amount where DeCA will pay actual costs for parts as evidenced by supplier invoice for direct materials and supplies used to accomplish preventive maintenance and repair services.

0001AC 5 Each Trip Charge - Unscheduled Maint/Repairs

FFP

Round trip from contractor's business to commissary and return.

0001AD 6 Each 1R05-A, Electric Pallet Jack

FFP

Semi-Annual Preventive Maintenance

0001AE 4 Each 1R06, Electric Forklift

FFP

0001AF 4 Each 1R12-A, Propane Forklift

FFP

0001AG 20 Each 1R13, Order Picker

FFP

OPTION Fort Buchanan Commissary MHE

FFP

Preventive Maintenance (PM) and Repair of Material Handling Equipment Base: May 1, 2016 or - April 30, 2017

PMs shall include: labor, parts, expendables, fluids and trip charges to perform the requirements listed in the PM checklist. See Performance Work Statement (PWS) attached.

The contractor is responsible for capturing costs to complete the administrative process of manpower reporting. See PWS attached.

1002AA 54 Hours OPTION Time - Unscheduled Maint/Repairs

T&M

1002AB 7,000 Each OPTION Materials

T&M

This is NOT a priced CLIN, it is a pre-determined amount where DeCA will pay actual costs for parts as evidenced by supplier invoice for direct materials and

1002AC 5 Each OPTION Trip Charge - Unscheduled Maint/Repairs

FFP

Round trip from contractor's business to commissary and return.

1002AD 6 Each OPTION 1R05-A, Electric Pallet Jack

T&M

1002AE 4 Each OPTION 1R06, Electric Forklift

FFP

1002AF 4 Each OPTION 1R12-A, Propane Forklift

FFP

1002AG 20 Each OPTION 1R13, Order Picker

FFP

OPTION Fort Buchanan Commissary MHE

FFP

Preventive Maintenance (PM) and Repair of Material Handling Equipment Base: May 1, 2017 - April 30, 2018

PMs shall include: labor, parts, expendables, fluids and trip charges to perform the requirements listed in the PM checklist. See Performance Work Statement (PWS) attached.

The contractor is responsible for capturing costs to complete the administrative process of manpower reporting. See PWS attached.

2001AA 54 Hours OPTION Time-Unscheduled Maint/Repairs

T&M

2001AB 7,000 Each OPTION Materials

T&M

This is NOT a priced CLIN, it is a pre-determined amount where DeCA will pay actual costs for parts as evidenced by supplier invoice for direct materials and

2001AC 5 Each OPTION Trip Charge - Unscheduled Maint/Repair

FFP

Round trip from contractor’s business to commissary and return.

2001AD 6 Each OPTION 1R05-A, Electric Pallet Jack

FFP

2001AE 4 Each OPTION 1R06, Electric Forklift

FFP

2001AF 20 Each OPTION 1R13, Order Picker

FFP

ADDENDUM TO FAR 52.212-1

INSTRUCTION TO OFFERORS- COMMERCIAL ITEMS

(a) North American Industry Classification System (NAICS) code and small business size standard: The applicable NAICS to this solicitation is 811310 and the Size Standard is $7.5 million. Your Reps and Certs must include the NAICS applicable to this solicitation document and indicate your organization’s business size status.

(b) Submission of Offers: Proposals are to be submitted to the Defense Commissary Agency (DeCA), Supply/Equipment Acquisition Division DeCA/LEAE, ATTN: Christina Willis, 1300 E Avenue, Fort Lee, Virginia 23801-1800. You may send to email Christina.willis@deca.mil. The complete proposal with authorized representative’s signature must be received by the closing date and time annotated within this solicitation.

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

(b)(2) By submission of a proposal: 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.

Offerors 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/ via https://wawf.eb.mil/.

Offerors are encouraged to review the Training Material on the EDA site if this is the first time providing a proposal

Offerors 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/ via https://wawf.eb.mil/. Offerors are encouraged to review the Instructions on the myInvoice site if this is the first time providing a proposal to the government.

(b)(4) Technical acceptability: Offerors shall submit a separate technical proposal, including attachments.

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. Please keep in mind the Limitations on Subcontracting as stated in FAR 52.219-14 when applicable.

Offerors 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.

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 Material Handling Equipment (MHE) covered by this requirement, can be found in the Performance Work Statement (PWS).

(b)(6) Price: Provide your best price for each line item and enter the total price for the maximum quantity for each line item. Enter all pricing for the base and option years. Do not price parts CLINs. We will use a predetermined amount as a place holder for systems purposes once the contract is awarded. The vendor will be paid for actual costs for materials as evidenced by supplier invoice for direct materials and supplies used to accomplish preventive maintenance and repair services supported by a copy attached to the invoice in Wide Area Workflow (WAWF).

Enterprise Wide Contractor Manpower Reporting (eCMRA) - Offerors should include the cost as part of your overall pricing submitted for base and option years.

(b)(8) Offerors must have certifications updated for the System for Award Management (SAM) at https://www.sam.gov/portal/public/SAM/ via https://www.acquisition.gov/ . SAM 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 if in SAM, if not in SAM then the offeror must complete FAR 52.212-3 in its entirety.

By submission of a proposal, the offeror acknowledges the requirement that a prospective awardee shall be registered in the SAM 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 SAM 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 System for Award Management (SAM) (JUL 2013))

(b)(10) 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. Include the following information for each reference:

(1) Name of Company

(2) Point of Contact Name and Title

(3) Phone Number/Email Address

(4) Facsimile Number

(5) Email Address

(6) Description of Services Provided

The references will be asked to provide information on your company’s past performance with regard to timeliness of service, repair history, 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 or DeCA HQ. DeCA will obtain past performance information from the commissaries and HQ.

(c) Period for acceptance of offerors: 90 days.

ADDENDUM TO FAR 52.212-2

EVALUATION – COMMERCIAL ITEMS

The Government will make award to the Lowest Price Technically Acceptable (LPTA) offeror(s), in accordance with FAR 15.101-2. The evaluation criteria consist of three (3) evaluation factors: Technical, Past Performance and Price. To receive consideration for award, a rating of “Acceptable” must be achieved for the Technical factor and rating of “Acceptable” for the Past Performance factor. For each proposal found to be eligible for award, price will become the determining factor for making the award.

The LPTA process is appropriate when best value is expected to result from selection of the technically acceptable proposal with the lowest evaluated price. The LPTA process does not permit tradeoffs between price and non-price factors (FAR 15.101-2).

Evaluation factors and sub-factors shall be the primary determinant of the detailed information requested in the solicitation’s instructions to offerors.

If sub-factors are used, they are to be evaluated separately.

Factors and sub-factors shall be evaluated on an acceptable or unacceptable basis.

All LPTA shall evaluate cost/price and acceptability of the product/service.

1. Evaluation Factors: Offerors proposals will be evaluated against the following factors:

Factor 1 – Technical Acceptability of Service Sub-factor 1.1 – Performance Proposal Sub-factor 1.2 – Technician Experience

Factor 2 – Past Performance

Sub-factor 2.1 – Service Timeliness Sub-factor 2.2 – Repair History Sub-factor 2.3 – Customer Satisfaction

Factor 3 – Cost/Price

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

1.1 Factor 1: Technical Acceptability of Service

Submission Requirement:

Sub-factor 1.1: Performance Proposal

1. Offeror must provide a brief narrative, not to exceed 3 pages that demonstrate the offerors ability to provide the services detailed in the Performance Work Statement (PWS) and Preventive Maintenance (PM) task list. The narrative must be written in a clear, concise method, describing precisely how the offeror proposes to perform the requirements.

Minimum Requirement: Offeror must provide a brief narrative explaining how they will perform the standards prescribed in section 3 of the PWS.

Sub-factor 1.2: Technician Experience

2. Offeror must explain how service technicians have a sound mechanical aptitude, ability and extensive working knowledge of troubleshooting, diagnosing and repairing the equipment listed in the PWS section 1.2 paragraph E.

Minimum Requirement: Offeror possesses evidence that service technicians have the training or experience to perform repair(s) of equipment listed in PWS section 1.2 paragraph E.

Technical Acceptability: Technical factors and sub-factors that match the specific evaluation criteria for the RFP and assess whether the offeror’s proposal will satisfy the Government’s minimum requirements. Technical acceptability will be based on a scale of acceptable or unacceptable.

Technical Acceptable / Unacceptable Ratings All factors and sub-factors must receive an “acceptable” rating in order to be considered for award Rating Description Acceptable Proposal clearly meets the minimum requirements of the solicitation.

Unacceptable Proposal does not clearly meet the minimum requirements of the solicitation.

1.2 Factor 2: Past Performance

Submission Requirement:

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. Do NOT submit references from DeCA Commissaries or Headquarters, as that data will already be included in the Past Performance Information Retrieval System (PPIRS).

Past performance will be rated on an acceptable or unacceptable basis. A past performance questionnaire with the following questions will be submitted to the references provided.

Sub-factor 2.1: Service Timeliness

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

2. Do reports/surveys indicate that the offeror is responsive regarding customer’s questions or additional information concerning work performed?

Sub-factor 2.2: Repair History

1. What is this company’s success rate of completing work/repair request on first time visits?

Sub-factor 2.3: Customer Satisfaction

1. How did the offeror rate in overall business relations and customer satisfaction?

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

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.

Past Performance Acceptable / Unacceptable Ratings Rating Description Acceptable Based on the offeror’s performance record, the Government has a reasonable expectation that the offeror will successfully perform the required effort, or the offeror’s performance record is unknown.

Unacceptable Based on the offeror’s performance record, the Government has no reasonable expectation that the offeror will be able to successfully perform the required effort.

1.3 Factor 3: Cost/Price

Submission Requirement:

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.

Each offeror must submit:

Time – a fixed hourly labor rate for repairs (eCMRA – Offerors should include the cost as part of your overall pricing submitted for base and option years) Materials – This is not a priced CLIN, it is a predetermined amount where DeCA will pay actual costs for materials as evidenced by supplier invoice for direct materials and supplies used to accomplish repair services.

PM – a firm-fixed price for preventative maintenance services for each equipment category Trip Charge – a firm-fixed price for a round trip from Contractor’s business to commissary and return.

The number of estimated trips is for evaluation purposes only and are not to be construed as guaranteed quantities.

Evaluation criteria

Time Hourly Rate * Estimated Hours = Evaluated Price Materials = Predetermined by DeCA PM PM Rate * Quantity = Evaluated Price Trip Charge Contractor Rate * Estimated Trips = Evaluated Price

Sum of All of the Above = Total Evaluated Price Per Year

The above process will determine the total evaluated price per year for one location. The sum of the total evaluated price for the base and all option years for all locations will determine the total value for each proposal.

Award will be made to the responsible offeror(s) whose offer, conforming to the solicitation, provides the Lowest Price Technically Acceptable offer.

There are multiple locations on the solicitation; ONLY ONE AWARD IS POSSIBLE.

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.

(c) Changes: 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 via Wide Area Work Flow (WAWF) https://wawf.eb.mil/. Contractors must complete the on-line registration available at the website in order to retrieve documents displayed there.

(g) Invoice: Procedures-

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.

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 contractors to submit invoices via WAWF so that payments can be processed electronically through EFT.

(i) Payment: Procedures-

Contract payments will be processed electronically via EFT through the 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.

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 via https://wawf.eb.mil/.

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

For additional WAWF information, see clause 252.232-7003, ELECTRONIC SUBMISSION OF PAYMENT

REQUESTS AND RECEIVING REPORTS (MAR 2008).

(q) Other Compliances: 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.

PERIODS OF PERFORMANCE:

Base Year: May 1, 2015 or “date of award” through April 30, 2016 Option Year 1: May 1, 2016 through April 30, 2017 Option Year 2: May 1, 2017 through April 30, 2018

PERFORMANCE WORK STATEMENT

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 (IAW) 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. Replacement material(s) shall be OEM compliant, new out of the box. 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. Trip charge shall be defined as the round trip travel needed to complete a service call, for repairs only, from the home office or service center, whichever is closest to the commissary, and return to the home office or service center. Contractor may bill for a trip charge for calls made by the stores for estimates that do not ultimately result in a repair. Trip charges shall be firm fixed price and do not apply to PM services.

D. Preventive Maintenance: PM’s shall be included and billed as repairs including hourly labor charge and parts.

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

Repair and PM:

Pallet Jack, Electric Walkie, 5000 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. Only quantities listed for each store are covered by the contract.

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.

The KO for this contract is: Dessie L. Mills Phone: 804-734-8000 x48511 Email: dessie.mills@deca.mil

B. Contracting Officer's Representative (COR): An individual designated and authorized in writing by the contracting officer to perform specific technical or administrative functions. When the term COR is used elsewhere in this contract, it means the COR as designated by the Contracting Officer.

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 a maintenance program.

The Headquarter (HQ) SMS for this contract may be contacted at:

DeCA HQ Equipment Maintenance Team, EquipmentMaintenanceTeamMembers@deca.mil

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. 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 Management

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 referenced 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.

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. This POC shall be provided to the COR within 10 days of contract award. 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's POC shall sign in and out of the visitor log and notify the COR for surveillance prior to performing service and after completing service. 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.

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, cannabis, illegal drugs, or controlled substances. Contractor personnel are prohibited from using alcoholic beverages, cannabis, illegal drugs, or controlled substances while on duty.

2.5.4 Removal of Employees for Cause

The contractor shall immediately bar a contractor employee(s) for the following actions: deliberate destruction or mishandling of government, patron or vendor property; theft; use of alcoholic beverages; cannabis, illegal drugs or use of controlled substances; performance 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. The contractor shall provide written notification to the KO regarding this action.

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 dependent identification cards are not authorized for use as a means to access the base for performance on this contract. Additionally, see Federal Acquisition Regulation (FAR) Clause 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 or COR.

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 to include changes thereafter.

2.6 Location and Hours of Work

The following subsections specify requirements for location and hours of work.

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. The vendor is not required to work on federal holidays. Refer to the Office of Personnel Management (OPM) website (http://www.opm.gov/) for a listing of 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 COR 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

The COR will provide a safe work area for the contractor to perform PM or repair services.

Though on-site work is required, in the event that it is not feasible, authorization will be obtained by the COR and from the HQ SMS, who will coordinate the transfer of the equipment with Logistics Engineering Property Accountability Division. The COR will have the contractor complete a DeCA Form 40-108 for equipment removed from the installation. The DeCA Form 40-108 will be forwarded by HQ SMS to the appropriate POC in the property accountability branch for record keeping purposes. The contractor shall 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.

3. Performance Requirements/Standards The following section specifies the Performance Objectives and Performance Elements for the contract.

3.1. Perform preventive maintenance for material handling equipment.

3.1.1. Standard: PMs shall be performed semiannually on equipment IAW section 1.2 C. Initial PM shall be performed within 30 days of contract award. Completed PM shall comply with federal, state and local laws, regulations, OSHA and DeCA standards. PMs shall include: labor, parts, expendables, fluids and trip charges to perform the requirements listed in the PM checklist.

The PM Schedule shall be as follows:

First - Within 30 days of each period of performance Second - Between 150 and 180 days after first PM schedule

3.1.2. Standard: Respond to service call and provide a signed repair quote to the COR within 16 working hours after receiving call from COR. Repairs costing over $1,000 shall be made with the approval from DeCA HQ SMS;

repairs less than $1,000 shall be approved by the COR. COR is responsible for obtaining HQ SMS approval for all repairs exceeding $1,000. No more than 3 delinquent responses per store per contract year.

3.1.3. Standard: Repairs discovered during a PM shall be reported to the COR and processed IAW Paragraph 3.2.

3.1.4. Standard: Maintain cleanliness of area to include disposal of hazardous materials IAW all applicable local, state and federal regulations. Nonhazardous materials shall be disposed of only in designated on-site area(s).

3.1.5. Standard: Provide service ticket with a PM checklist to the COR at time of PM services being rendered.

Service ticket and PM Checklist shall be signed by contractor and the COR 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).

3.2. Repair material handling equipment.

3.2.1. Standard: Respond to service call and provide a signed repair quote to the COR within 16 working hours after receiving call from COR. Repairs costing over $1,000 shall be made with the approval from DeCA HQ SMS;

repairs less than $1,000 shall be approved by the COR. COR is responsible for obtaining HQ SMS approval for all repairs exceeding $1,000. No more than 3 delinquent responses per store per contract year.

3.2.2. Standard: Contractor shall coordinate with COR date/time of all repairs to minimize interference of daily operations.

3.2.3. Standard: Perform approved repairs within 7 working days. Completed repairs shall comply with federal, state and local laws, regulations, OSHA and OEM standards. Contractor shall provide parts/warranty documents upon submission of service ticket.

3.2.4. Standard: Justification for a second technician shall be in writing and approved by the DeCA HQ SMS before work is performed. COR is responsible for obtaining HQ SMS approval for a second technician.

3.2.5. Standard: Contractor shall provide a 30 day warranty on replacement part(s) installed on the equipment. The contractor shall repair the equipment at no additional cost to the government if same replacement part(s) fail within 30 days after service has been performed.

3.2.6. Standard: Contractor shall provide a 30 day labor warranty on repairs conducted on equipment. Additional labor, part(s) and other expenses shall not be applied for the same repair on the same piece of equipment within a 30 day period.

3.2.7. Standard: Maintain cleanliness of area to include disposal of hazardous materials IAW all applicable local, state and federal regulations. Nonhazardous materials shall be disposed of only in designated on-site area(s).

3.2.8. Standard: At the time of completion for each repair or PM, 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.

3.2.9. Standard: The contractor shall not bill the Government for an additional trip charge for contractor oversights, such as responding to the service call without the tools and commonly used parts as referenced in section 1.2, subsection B.

3.2.10. Standard: No more than 3 calls per month for repairs on one piece of equipment, except when authorized by a HQ SMS. COR is responsible for obtaining HQ SMS approval.

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

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

DeCA Location Service ticket number/job order number DeCA bar code Serial number Manufacturer Item Description Description of malfunction and work/service performed Signed documents shall be attached to the invoice in Wide Area Work Flow (WAWF)

3.3.2. Standard: Provide and maintain a service history report for repairs and PM services. Report shall be provided in an Excel spreadsheet with the following column headings:

DeCA Location Service ticket number/job order number DeCA bar code Serial number Manufacturer Item Description Description of malfunction and work/service performed Total cost of repair

Report shall be submitted quarterly to Willie Moye at willie.moye@deca.mil and the DeCA HQ Equipment Maintenance Team Members at EquipmentMaintenanceTeamMembers@deca.mil. The report for each quarter is due no later than the 10th day of the first month of the next quarter. If no services/repairs are provided during the month a negative email is to be sent to the POCs.

3.3.3. Standard: Submit combo invoice in WAWF and attach supporting documents to include: service ticket, PM checklist, parts receipts, subcontractor invoices, etc. Submit combo invoice no later than seven (7) calendar days after service is rendered.

4. Required Documentation The Contractor shall provide the required documentation as specified by the Government and throughout this PWS.

Delivery schedule for required documentation shall be as outlined in PWS Section 3.

PM Checklist (3.1.5) Signed service ticket (3.1.5 and 3.2.8) Warranty documents (Part(s)/Material(s)) (3.2.5) Quarterly service report in an electronic spreadsheet format. (3.3.2) WAWF Invoice (3.3.3)

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.

OSHA: https://www.osha.gov/ DOD: http://www.dtic.mil/whs/directives/corres/ins1.html DeCA: http://www.commissaries.com/inside_deca/publications/directives/directives_index.cfm

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 accidents immediately to the COR or alternate COR or on duty government manager.

The contractor shall maintain an accurate record of and shall report the accident on DeCA Form 30-301 as referenced in DeCAM 30-17.1, Chapter 6 and Appendix E for accidents resulting in death, traumatic injury, occupational illness or damage to 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.

The DeCA Form 30-301 and DeCAM 30-17.1 can be found at:

http://www.commissaries.com/inside_deca/publications/directives/directives_index.cfm

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).

7. Environmental Requirements The Contractor shall comply with all environmental requirements listed below as mandatory and referenced under paragraph 3.0, Performance Requirements. The Contractor shall comply with all applicable OSHA, DOD, DeCA and Installation environmental regulations.

7.1 Mandatory Compliance

Lubricating oils shall be a minimum of 25% recovered materials.

Engine coolants shall be reclaimed.

8. Enterprise Wide Contractor Manpower Reporting (eCMRA) The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Defense Commissary Agency (DeCA) via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil/ .

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2015. Contractors may direct questions to the eCMRA help desk at http://www.ecmra.mil/.

PM CHECKLIST

CED# PREVENTIVE MAINTENANCE TASK LIST

1R13 ORDER PICKER / STOCK SELECTOR

Task Procedure or Action Service

Tech Initials 1 Battery check water level and add water if necessary perform an equalization charge

Panels - Latches check operation

Power Disconnect check operation

2 Brake check operation

Fluid check fluid level and add fluid if necessary

Change brake fluid annually (TO BE PERFORMED DURING THE

FIRST "SEMI-ANNUAL" PREVENTIVE MAINTENANCE (PM)

Rods & Drum Splines lubricate with anti-seize lubricant if necessary

Master Cylinder check operation

3 Control Handle check operation

Control Handle Bushing check condition and lubricate with multi-purpose grease

4 Electrical Circuits check operation

Contactors check condition

Motor Brushes check condition and replace if needed

5 Forks check for damage

Fork pin & guides lubricate with engine oil if necessary

Lowering interrupt switch check operation

6 Gauges, Horn, Lights, Fuses check operation

7 Hydraulic hoses and clamps check for leaks

Hydraulic oil level check level and add hydraulic oil if necessary change hydraulic oil annually (TO BE PERFORMED DURING THE

Dipstick/Breather Cap clean or replace

Hydraulic oil filter replace annually (TO BE PERFORMED DURING THE FIRST "SEMI-

ANNUAL" PREVENTIVE MAINTENANCE (PM)

8 Lift Chains and Anchors check for damage and lubricate with engine oil

Sheaves check condition and lubricate with engine oil

9 Mast and Platform check condition

10 Header hoses and clamps check condition

11 Sliding surfaces check condition and lubricate with multipurpose grease

12 Wheel nut torque tighten if required

13 Master Drive Unit check operation

M.D.U. splines check operation

14 Steering Chain check condition and lubricate with multipurpose grease

15 Electrical Cable Sheaves check condition and lubricate with engine oil

16 Pedals, Levers, Hinges, Linkages check operation and lubricate with anti-seize lubricant

17 Base Arm Bearing lubricate with engine oil if necessary

18 Drive Tire and Wheels check condition

Wheel bearings check condition and lubricate with multipurpose grease if necessary

19 All motors clean with compressed air

20 Safety Labels check condition and replace if needed

NOTE* If deficiencies are detected during semi-annual PM checks, report findings to the COR.

1R06 FORKLIFT, ELECTRIC, SIT-DOWN LOW PROFILE

Task Procedure or Action Service Tech

Initials 1 Battery check water level and add water if necessary perform an equalization charge

Panels - Latches check operation

Power Disconnect check operation

2 Brake check operation

Fluid…