Statement_of_Work_HDEC05-18-Q-0022.pdf

STATEMENT OF WORK (SOW)

EMERGENCY BACKUP GENERATORS MAINTENANCE AND REPAIRS

1. GENERAL: The Contractor shall provide all personnel, supervision, equipment, tools, parts, transportation, specifications/repair manuals, other items and services necessary to perform scheduled preventive maintenance and/or unscheduled service calls, and provide repair parts for generators, at the identified DeCA HQ location. The DeCA Facility Manager is the assigned DeCA Point of Contact (POC) for this contract. Contractor shall immediately notify the DeCA POC and the Contracting Officer of any generator that is not deemed to be in good serviceable condition necessary to make preventive maintenance practicable.

a. A generator is considered to be in good serviceable condition if it is performing all of its intended functions and there are no missing or broken parts. Upon receipt of the list of repairs, if the repair is valued at less than $2,500, the DeCA POC shall decide whether to authorize the Contractor to perform the additional repairs under the line item for unscheduled maintenance. If the repair is valued over $2,500, the repair must be approved by the contracting officer. Estimates must be provided via email for review and approval prior to the start of work.

b. Preventive maintenance consists of a complete operational check of all generators to ensure they are maintained in proper operating condition according to manufacturer’s specifications.

Preventive maintenance is to be performed on the generators described in the schedule of supplies/services.

c. In the event that a generator is added to the list to be serviced under this contract after the beginning of the annual maintenance period, such generators will be subject to examination and acceptance by the Contractor under the same terms of acceptance as for the generators listed on the original contract.

d. Service calls will be made as deemed necessary by the DeCA POC or designated representative to repair or maintain the generators including replacement of broken or worn parts, and testing of generator in accordance with manufacturer’s recommended maintenance practices and operating standards.

2. NOTIFICATION: Within five days of contract award, the Contractor shall provide the DeCA POC or his designated representative with a designated point of contact and shall make arrangements to enable its maintenance representative(s) to receive service calls 24 hours a day. The Contractor's representative shall check in with the DeCA POC or his designated representative prior to performing any service and after completing all services under this contract.

3. COMPLIANCE WITH TECHNICAL REQUIREMENTS: The DeCA POC or his designated representative will participate in the administration of this contract to ensure the Contractor’s compliance with its technical requirements, including inspection and acceptance of the service for the government at the performance site.

4. PERSONNEL & SECURITY: Contractor personnel must be recognizable as such while in the Headquarters by means of uniform or identification badge or patch. The Contractor shall be responsible for obtaining installation access, if required, for vehicles and personnel needed at the work site. Contractor personnel shall observe all personnel security directives in place at the DeCA HQ, such as sign-in/sign-out procedures, etc. Contractor must also comply with U.S. Department of Labor and DeCA Occupational Safety and Health (OSH) guidance and regulations.

5. WORK SCHEDULE: Day and time of all work performed under this contract must be arranged in advance with the DeCA POC or his designated representative. At the Contractor's convenience, and with the approval of the DeCA POC or his designated representative, the Contractor may work extended hours to ensure timely completion of work at the Contractor's regular time rate quoted in this contract.

6. AVAILABILITY OF UTILITIES: Water and electricity are available at the job site and may be utilized by the Contractor, at no cost, in quantities necessary to perform the work required herein. The Contractor will be responsible for all necessary temporary connections and for disconnection of it upon completion of the work.

7. LOCATION OF WORK: On site work is required; however, in the event that is not feasible, authorization will be obtained from the DeCA POC or designated representative, who will complete DD Form 1149 for equipment that may be removed from the installation. The DeCA POC will identify each piece of equipment by the make, model, serial number, and dollar value. The Contractor will sign the DD Form 1149 accepting the equipment. The Contractor will be liable for any and all loss or damage to such equipment sustained while in the Contractor’s possession. Contractor shall provide, at his expense, for the loading and unloading of the equipment.

8. CLEANING: Prior to departing DeCA HQ, the Contractor will clean the work area of any material or debris, which results from performing this work.

9. EQUIPMENT: A generator may be added to or deleted from this contract by mutual agreement of the Contractor and the Contracting Officer and shall be in writing via modification to this contract. Any replacement or additional generator must be added to this contract prior to any service being performed on it. The government will not reimburse services performed outside the dates or scope of this contract. No more than one (1) generator may be taken offline at a time.

10. SCHEDULED PREVENTIVE MAINTENANCE: Scheduled preventive maintenance procedures (scheduled service) consist of a complete operational check and service or repair of all generators to ensure they are maintained in its intended operating condition according to recommended manufacturer’s specifications. Contractor will perform one (1) routine engine oil, engine oil filter and fuel filter preventive maintenance in accordance with Preventive Maintenance Checklist. At each scheduled visit, the Contractor will extract an engine oil sample in order to conduct a spectrochemical analysis and provide the Government with a report and analysis detailing the results of test. The Contractor will provide the maintenance checklist at the end of each visit noting all items inspected and/or serviced along with recommendations for repairs/corrections/modifications. Scheduled preventive work performed shall include, but not be limited to repairing, cleaning, lubricating/piling, oiling, aligning/adjusting, and replacing of parts as needed, to keep the generators in good serviceable condition. Quarterly scheduled preventive maintenance work on the DeCA HQ emergency backup generator shall include full diagnostic’s, start-up and run through a full cycle (start, run, and cool down), check of all switchgear. It may include the following components internal to or a part of each generator: air filters, oil filters, fuel injection system, load speed, coolant, engine belts, battery, hoses, alternator, generator, transfer switch and clock, frequency and voltage.

Contractor shall compare generators listed on the contract with actual generators at the DeCA HQ to verify make, model, and serial numbers for each generator listed. Any additions, deletions, or corrections shall be brought to the attention of the DeCA POC or designated representative and the Contracting Officer for proposed modification to the contract. The Contractor shall not be reimbursed for services rendered on generators not included on the contract.

All costs incurred by the Contractor in performing preventive maintenance, including the cost of parts used during the quarterly PM (i.e., oil, filters, lubricant, nuts, bolts, etc.) shall be included in the scheduled preventive maintenance cost and shall not be charged or reimbursed separately.

Deficiencies or required repairs discovered during preventive maintenance procedures, but not a part of such preventive maintenance procedures, will be repaired after approval from the DeCA POC (if less than $2,500) or the Contracting Officer (if over $2,500). A repair estimate must be provided via email for review and approval prior to the start of work. Such repairs will be considered unscheduled services and billed as such as defined in the following section. In addition, scheduled preventive maintenance procedures shall not be used to make repairs at any time due to damage by fire, water, burglary, accident, abuse, and acts of God. Such repairs shall also be considered to be an unscheduled service.

Unless otherwise specified in the schedule, the frequency of scheduled Preventive Maintenance is as follows:

Quarterly: Scheduled Preventive Maintenance shall be performed once (1) per quarterly period (quarterly period identified in the schedule) for the following types of equipment: generators.

The initial quarterly scheduled service shall be performed not more than twenty (20) days after contract award and thereafter not less than 90 days, nor more than 120 days, from the previous quarterly service. In no case shall the Contractor exceed the number of preventive maintenance services specified in the schedule.

Date and time of all scheduled service shall be coordinated with the DeCA POC or designated representative to minimize disruption of DeCA HQ operations. Contractor coordination requests should be initiated a minimum of five (5) workdays prior to requested date.

11. UNSCHEDULED SERVICE CALLS AND REPAIR PARTS: Service calls shall be made as deemed necessary by the DeCA POC or designated representative to repair or maintain the listed generators in normal operating condition. All generators must be included in the contract prior to servicing. Repairs beyond the normal scheduled preventive maintenance scope (i.e., replacement of a motor) shall be considered unscheduled repairs, and the labor and parts associated with the repairs shall be charged against the unscheduled service calls and repair parts line item.

Contractor shall respond to routine service calls within eight (8) working hours after receiving notification by the DeCA POC or designated representative and shall perform necessary service on equipment within 24 hours. Such service shall be furnished during the Contractor’s normal duty hours.

Contractor shall respond to emergency service calls within two (2) hours and perform repairs within four (4) hours of receiving emergency call. An emergency service call is defined as a generator failure which would interrupt critical DeCA HQ operations and in which no backup generator is available at the Headquarters. The DeCA POC or designated representative may request that the Contractor provide service during other than normal duty hours (to include weekends and holidays) based on an assessment of the situation and its impact on the Headquarters operation and shall pay the appropriate overtime rate for the service as approved by this contract.

The DeCA POC or designated representative will advise the Contractor whether the service call is “routine” or an “emergency” (as defined immediately above) at the time of placing the service call.

Prior to commencing routine work, the Contractor will provide the DeCA POC or designated representative with a written estimated cost of the work required and will proceed only upon approval from the DeCA POC (if less than $2,500) or the Contracting Officer (if over $2,500). The Contractor will immediately notify the DeCA POC or designated representative if actual repair cost exceeds the initial estimate.

12. REPLACEMENT/REPAIR PARTS: All costs associated with scheduled preventive maintenance shall be included in PM costs. However, all costs discovered during scheduled preventive maintenance but not regarded as scheduled preventive maintenance may be reimbursed under the unscheduled parts and labor line items. All costs for parts, which result in less than $5.00 per “total quantity”, shall be included in the labor rate charge for unscheduled maintenance and service calls. Parts less than $5.00 total quantity shall not be charged or reimbursed separately. For this purpose, “total quantity” shall refer to the aggregate quantity for same group of similar items.

For example:

a. 5 nuts and 5 bolts at $0.05 each are considered a total quantity of 10. Total quantity 10 nuts/bolts x $0.05 = $0.50 which shall not be charged or reimbursed separately.

b. 5 quarts of lubricant/oil at $1.50/quart. Total quantity is 5 quarts x $1.50/quart=$7.50 which can be charged in full under line item for parts.

The Contractor may request to be reimbursed for all other parts and material furnished or used while performing unscheduled service calls, unless the part or repair is due to the Contractor’s negligence. Cost for replacement parts will be no greater than that charged to the Contractor’s commercial customer. Replacement parts shall be itemized and billed as separate items on the Contractor’s invoice. A copy of the contractor’s purchase invoice for individual replacement parts exceeding $100 shall accompany the contractor’s invoice to the Government.

All freight cost associated with the shipment of parts for unscheduled service calls will be reimbursed by the Federal Government. Freight costs may be included with the cost of the parts or as a separate item. In either case, the costs will be paid under the line items for unscheduled service calls and repair parts for generators. If other than normal expediency and mode of transportation, the Contractor shall obtain the authorized approval signature of the DeCA POC or designated representative on the service/work order ticket approving such shipment. Unless otherwise directed by the DeCA POC or designated representative, the Contractor shall have the part shipped by the most cost efficient method.

The Contractor shall furnish to the DeCA POC or designated representative for his/her inspection and disposal, any parts removed for replacement during repair.

13. TRIP CHARGES: A trip charge is defined as the cost of transportation from the Contractor’s place of business, to the DeCA HQ, and return. Trip charges shall be for unscheduled service calls only (cost is included in PM cost). Contractor shall not charge for additional labor time during travel.

14. COMPLIANCE WITH ENVIRONMENTAL PROTECTION AGENCY (EPA) AND ASSOCIATED

FEES: Under Executive Order 13101, the Contractor shall comply with all applicable EPA guidelines and procedures during the performance of this contract. The Contractor shall, without additional effort by or cost to the Government, maintain and acquire all permits in accordance with local, state, and federal regulations. The Contractor is responsible for complying with local, state, and federal regulations concerning use, removal, transportation, handling, and disposal (off the installation) of oil, parts, or other hazardous waste items resulting from the performance of this contract. The Government will assume no liability or responsibility for the Contractor’s compliance or noncompliance with such responsibilities. The Government shall reimburse environmental fees imposed on the Contractor for performance of services for unscheduled service calls only.

Environmental fees for preventive maintenance shall be included in the PM cost. The Contractor shall list all environmental fees as a separate item on the invoicing

15. CONTRACTOR CALLBACK: Monitoring of scheduled preventive maintenance and unscheduled service calls and repair parts will be accomplished on a 100% inspection basis immediately after completion (this will normally be within one day of use). When the DeCA POC or designated representative determines the generator does not operate as intended, the Contractor will be notified. This shall be considered a callback and the service and trip charge shall be at the Contractor’s expense, unless it is determined that the call back is due to a problem other than the initial service call. Response time for call back service shall be a maximum of (24) twenty-four hours from the time the DeCA POC or designated representative contacts the Contractor of the problem.

16. SERVICE TICKET: The Contractor will furnish to the DeCA POC or designated representative a prepared service ticket every time scheduled preventive maintenance or unscheduled repair is provided for signature validation for service described on the ticket. Service tickets shall list all work performed; the make, model and serial number of the generator(s); and all parts used for each type of generator. The service ticket must also include date and time the Contractor began and completed service, along with the total hours needed to perform the required maintenance.

17. INVOICE PROCESSING:

a. ELECTRONIC INVOICING - CONTRACTOR/VENDOR RESPONSIBILITY:

All invoices shall be submitted electronically to DFAS Columbus via https://wawf.eb.mil/ in accordance with DFARS Clause 252.232-7006 Wide Area WorkFlow Payment Instructions (June 2012). Below is information you will need to complete the electronic WAWF Combo Invoice:

INVOICE TYPE: This contract requires the type of invoice to be used as “Invoice and Receiving Report (Combo)”.

1) PAY DoDAAC: HQ0131, located in Block 18a of contract.

2) ADMIN DoDAAC: Located in Block 9 of contract.

3) Inspect by DoDAAC and Ship to DoDAAC: Refers to the DoDAAC of the receiver of the goods/services, which is located in block 15 of the contract, or for multiple locations refer to the Delivery Information by CLIN. A separate Invoice should be submitted for each store location.

4) INSPECTION AND ACCEPTANCE: Both are Destination

5) SHIPMENT NO: Please use your invoice number or your shipment number in the shipment number field.

6) LINE ITEM NO: Must match the CLIN number on the contract. (Units are measured in U.S.

dollars).

PAYMENT QUESTIONS: Payment Status can be obtained by checking the Misc Info Tab on your invoice in WAWF and/or on the My Invoice link at https://myinvoice.csd.disa.mil/index.html.

Payment questions may be addressed to DFAS Customer Service (Columbus OH) at 800-756-4571, option 2, option 2.

b. ELECTRONIC INVOICING – DeCA POC RESPONSIBILITY (GOVERNMENT): Upon receipt of services and an electronic invoice from the Contractor, the Government shall prepare/process the receiving report. Below is the information you will need to complete an electronic WAWF Combo receiving report:

1) QUANTITY RECEIVED/ACCEPTED: Enter quantity accepted and verify that the dollar amount is correct (Units are measured in U.S. dollars).

2) DATE RECEIVED AND DATE OF ACCEPTANCE: Both should be the same date and should be the actual date received (not the date you are preparing the receiving).

3) FINAL SHIPMENT FIELD: Leave as N

** See Public Folders, Contracting, WAWF for additional instructions on completing receiving under

WAWF.

c. The dollar amounts for CLINS with a Not to Exceed (NTE) amount represents the Government's maximum allocation and may not be exceeded without prior written approval from the Contracting Officer. The contractor will not be paid in excess of amount set forth in the Schedule of Supplies/Services for the corresponding CLIN (Contract Line Item Number).

Emergency Backup Generators Maintenance and Repairs

Equipment Details:

1. Manufacturer: Caterpillar Engine Model: C15 Model Year: 2009 Fuel: Diesel Rated Capacity: 689 HP Non-Reset Hours Meter: Yes Fuel Capacity: 740 gallons

2. Manufacturer: Caterpillar Engine Model: 3412 Fuel: Diesel Rated Capacity: 455kw

Fuel Capacity: 400 gallons

3. Manufacturer: Kato/Caterpillar Engine Model: Hercules d4800tx196 Fuel: Diesel Rated Capacity: 100kw

Fuel Capacity: Feed from day/dry tank - 100 gallons