PWS.pdf

Performance Work Statement (PWS)

Preventive Maintenance, Repair and Documentation of Weigh / Wrap Equipment

1. Introduction Maintenance, repair and repair documentation of scales, labelers and wrapping systems at various Defense Commissary Agency (DeCA) locations.

1.1 Scope

Provide Preventive Maintenance (PM) and Full Burden Maintenance Repairs and repair documentation of scales, labelers and wrapping systems, as identified under Equipment List.

PM: Shall include labor, parts, consumables, and fluids to perform the PM tasks listed in the manufacturer’s PM checklist.

Full Burden Maintenance: A maintenance agreement that provides unlimited and unscheduled maintenance (including scale calibrations, loading of item data (Price Look Up (PLU)/Country of Origin Label (COOL)/NutriFacts), latest operating system firmware updates, and new software that upgrades or fixes system issues to include Wireless Transmission Functionality (WTF) and repair visits (including parts with no additional costs to the government, except as defined below in the paragraph covering out-of-scope repairs).

Out-of-Scope: Repairs (labor, parts and travel costs) required due to damage by fire, water, vandalism, accident, acts of God, excessive dirt, damage caused by abuse, or repairs made by unauthorized person(s) are not covered under the full burden maintenance contract. Such repairs and payment will require a separate procurement action authorized by DeCA’s Equipment Division (LELE).

1.2 Definitions

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

B. Material(s) / Part(s): Includes items which enable the equipment listed under this section paragraph D of this PWS to operate in accordance with manufacturer's recommendations.

C. Consumables: Includes non-durable items such as belts and print-heads that may be depleted, worn-out, etc., and that may affect the performance of the system.

D. Scales, Labelers and Wrapping Systems: For coverage purposes this PWS will cover the following:

Repair, PM and Documentation:

Scale / Labeler / Wrapper system, full-size, DeCA CED 1M28 Scale / Labeler / Wrapper station, for low volume production, DeCA CED 1M30 Scale / Printer, 30 pound programmable, DeCA CED 4SPPM Wireless Transmission Functionality (WTF)*

*Defined as the servicing and/or replacement of the ancillary parts needed to maintain wireless communications.

This includes, but is not limited to installing, configuring access points, Remote Ethernet Masters (REMs) and laptops. Weigh / wrap(s) shall be capable of communicating wirelessly with satellite scales, laptop, and wrapping systems independent of ancillary components. Scales must be capable of communicating with commissary network systems, to include Enterprise Business System (EBS).

Not all equipment types listed will be at each location. An itemized listing of serial numbers and equipment type located at each Commissary is attached to the solicitation and contract. Only the items listed for each store are covered by the contract. A contract modification is required to change the equipment list for each store. Contractor will assume full financial responsibility for all work performed on equipment not listed on the equipment inventory attachment provided (see Attachment A).

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 shown on the first page of the resultant contract.

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 or alternate 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 or the Acting SD.

D. Supply Management Specialist (SMS): The individual(s) 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.

DeCA HQ Equipment Maintenance Team Members EquipmentMaintenanceTeamMembers@deca.mil

2. General Requirements Contractor shall provide all labor, supervision, equipment, tools, materials, parts, transportation of employees, permits and other items necessary 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 ensure that all contractor personnel completely understand the requirements of this PWS. Contractor service technicians shall have certification(s) to service all equipment covered in this PWS and must provide evidence of such certifications if requested by the Contracting Officer or COR. Service technicians shall have a sound mechanical aptitude, ability, and an extensive working knowledge of troubleshooting, diagnosing, and repairing of the equipment included in this

PWS.

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 COR and with HQ 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, monitor timely identification of issues, and the management of subcontractors if required. The contractor and all contractor personnel 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, contract administration 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 office(s).

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 within the time constraints as dictated in section 3. The contractor shall have a single Point of Contact (POC) identified between the government and the contractor assigned to support this contract. The contractor shall assign / direct the work effort and maintain 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 shall manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. The Contractor shall notify the KO prior to adding subcontractors to their team.

2.5 Contractor Personnel

The following subsections specify requirements for contract personnel.

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’s 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 any 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 illegal 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. In the event a contractor employee working on this contract is removed for cause, 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 an 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.

2.5.6. 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.

2.5.7. Motor Vehicle Registration

Prior to commencing work, contractor employees shall register their vehicles in accordance with (IAW) the installation motor vehicle registration regulations.

2.5.8. Parking

The contractor employees shall park only in areas designated by the SD or COR.

2.5.9. 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.

2.5.10. Identification of Contractor Personnel

Contractor personnel shall be easily recognizable 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 Performance

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

2.6.1. 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, from the HQ SMS, who will coordinate the transfer of the equipment with DeCA Property Accountability Division (LELP). The COR will have the vendor 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 will notify the COR when equipment will be off-site for a duration exceeding seven (7) calendar days. The COR will coordinate with HQ SMS if backup equipment is not readily available at the store and determine a plan of action.

2.6.2. Contractor Hours of Work

The hours of work will be Monday through Saturday, 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 15 minute increments from the time the contractor enters the Commissary until the contractor exits the Commissary.

2.6.3. Call Center

Prior to start of contract performance, the contractor will provide a list of call center phone numbers correlating to the stores listed on the contract. The contractor shall respond at this phone number for service calls during hours of performance. All calls for service will be made to the call center.

2.6.4. Closing for Inclement Weather or Emergency Conditions

In the event that inclement weather or other emergency conditions force commissary closure, the COR and the 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.

3 Performance Requirements The following section specifies the performance objectives and performance elements for the contract.

3.1 General Performance Requirements

Performance Standards:

3.1.1 Standard: Minimize interference of daily operations by performing work in a designated work area.

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

3.2 Perform Preventive Maintenance on Scales and Wrapping Systems.

Performance Standards:

3.2.1. Standard: Contractor shall coordinate with COR and complete 3 PMs per year for each automatic wrapping system (DeCA CED 1M28).

The PM Schedule shall be as follows:

First - between weeks 1-16 Second - between weeks 17-32 Third - between weeks 33-52

3.2.2. Standard: Contractor shall coordinate with COR and complete 2 PMs per year for all other equipment (DeCA CED 1M30, and 4SPPM).

The PM Schedule shall be as follows:

First - between weeks 5-15 Second - between weeks 30-45

3.2.3. Standard: Repairs discovered during a PM shall be reported to the COR.

3.2.4. Standard: Provide service ticket with a PM checklist to the COR at the time of PM services being rendered in accordance with paragraph 3.4.1 below.

3.3 Perform Equipment Repairs.

Performance Standards:

3.3.1. Standard: The contractor shall respond on-site within 24 hours after receipt of service call.

3.3.2. Standard: Perform approved repairs within a minimum of 7 working days. If repairs will not be completed within 7 working days, the COR should be notified immediately. Completed repairs shall comply with federal, state and local laws, regulations, OSHA and OEM standards. Replacement material(s) shall be OEM compliant, new out of the box, which will allow warranty to stay intact. Contractor shall provide parts/warranty documents upon submission of service ticket to the COR.

3.3.3. Standard: When parts / components are replaced, they become the property of the contractor and shall be disposed of by the contractor.

3.3.4. Standard: Repair(s) shall include labor, parts, consumables, and fluids to perform the repair(s). Repair(s) shall also include scale calibrations, loading of item data, PLU, COOL/NutriFacts, latest operating system firmware updates, and new software that upgrades or fixes system issues to include WTF, support of scale management software and testing, wireless updates and testing, security patch update and testing.

3.3.5. Standard: Completed repairs on equipment shall restore equipment to its original operating condition.

3.3.6. Standard: At the time of completion for each repair, provide service ticket to the COR in accordance with paragraph 3.2.3.

3.3.7. Standard: Technology, the contractor shall maintain the Operating System and Firmware in compliance with the DoD security standards. The contractor will work with DeCA to install and test security patch updates and scale management software updates.

3.4 Provide service ticket and invoice for PMs and repairs covered by the contract.

Performance Standards:

3.4.1. Standard: Furnish completed service ticket for each PM and repair to the COR. Service ticket shall be signed by both the service technician and the COR upon completion of the service. A copy of the signed service ticket will 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 Date of Service and time service started and ended Signed documents shall be attached to the invoice in Wide Area Work Flow (WAWF)

3.4.2. 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

Report shall be submitted quarterly to a designated contract specialist 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.

3.4.3. Standard: Submit combo invoice in Wide Area Workflow (WAWF) no later than the 15th calendar day of the month.

4 Required Documentation The contractor shall provide the required documentation as specified by the government. The delivery schedule for the following required documentation shall be completed as outlined in PWS Section 3.

PM Checklist (3.2.5) Signed service ticket (3.2.5. and 3.3.5) Warranty documents (Part(s)/Material(s)) (3.3.2) Quarterly service report in an electronic spreadsheet format (3.4.2) WAWF Invoice (3.4.3)

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 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 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 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 on-duty government manager. Accidents resulting in death, traumatic injury, occupational illness or damage to government property incident to work performed under this contract shall be reported on DeCA Form 30-301 IAW DeCA Manuel (DeCAM) 30-17.1, Chapter 6 and Appendix E. A copy of the accident report shall be maintained by the contractor and the COR or on-duty government manager. 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 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 environmental requirements listed below as mandatory and referenced under paragraph 3, Performance Requirements. The contractor shall comply with applicable OSHA, DOD, DeCA and installation environmental regulations.

7.1. Mandatory Compliance

Lubricating oils shall be food grade and contain at least 42% bio-based content.

8 Enterprise Wide Contractor Manpower Reporting The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the 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 begins October 1 and runs 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 2013. Contractors may direct questions to the eCMRA help desk at: http://www.ecmra.mil/.