PWS- Performance Work Statement.pdf

Performance Work Statement (PWS)

Maintenance and Repair of Material Handling Equipment (MHE)

1 Introduction This PWS defines the preventive maintenance (PM) and unscheduled maintenance of MHE at Defense Commissary Agency (DeCA) locations in the Continental United States (CONUS), to include Alaska, Hawaii and Puerto Rico.

1.1 Scope

The Contractor shall perform PM and unscheduled maintenance of MHE, as those terms are defined in paragraph

1.2 below, at the commissary locations covered by this contract.

1.2 Definitions

1.2.1 Original Equipment Manufacturer (OEM) material(s) and part(s): Material(s) and part(s) include all items which enable the equipment to operate in accordance with (IAW) the manufacturer's intended use. Such items may include, but are not limited to, Central Processing Units (CPU), batteries, filters, belts, hoses, tires, and various fluid(s) part(s) or material(s). The Contractor shall not provide fuel, of any type as part of this maintenance contract.

Replacement part(s) and material(s) shall meet or exceed all OEM requirements to ensure proper equipment functionality and be new out-of-the-box to ensure the warranty remains valid.

1.2.2 Preventive Maintenance: Maintenance shall be scheduled and performed in regular intervals to ensure equipment maintains operating in the functional state for which it is intended. Scheduled PM procedures shall consist of a complete operational check and service of designated equipment to ensure it is maintained in its intended operating condition according to the attached PM checklist.

PM, including labor, travel, equipment and materials shall be part be reimbursed in any other way.

1.2.3 Unscheduled Maintenance Repair or Service: Any adjustment, repair, removal, disassembly, cleaning or replacement of materials that occurs outside of the PM intervals needed to ensure that equipment remains operational for purposes for which it is used. Unscheduled maintenance, repair or service is performed on an as-needed basis. be unscheduled maintenance Firm Fixed Price and will not be reimbursed in any other way.

1.2.4 MHE for this PWS will cover the following types of equipment:

Note: Equipment types and quantities will be listed on the contract by location.

Unscheduled Maintenance and PM DeCA Commissary Equipment Description (CED) Numbers:

CED 1R05-A: Pallet Jack, Electric Walkie (4500-5000 LB Capacity) CED 1R05-B: Pallet Jack, Electric Walkie Stacker (3000 LB Capacity) CED 1R06: Forklift, Electric, Low Profile (4000 LB Capacity) CED 1R07: Forklift, Electric Narrow Aisle, Reach & Tier (3500 LB Capacity) CED 1R08: Pallet Jack, Electric, Walkie-Rider (6000 LB Capacity) CED 1R12-A: Forklift, Propane (4000 LB Capacity) with Propane Tank CED 1R12-B: Forklift, Gasoline (4000 LB Capacity) CED 1R13: Forklift, Electric, Order Picker/Stock Selector (3000 LB Capacity) CED 1R16: Forklift, Electric, Swing Reach or Turret Truck

Unscheduled Maintenance Only (DeCA CED Numbers):

CED 1R01: Battery Charger, 24 Volt CED 1R04: Battery Charger, 36 Volt (or 48 Volt for CED 1R16)

Quantities are provided only for items that require PM because PM is provided on a regular basis. A contract modification is required to change the quantity for equipment requiring PM. Any costs that the Contractor incurs performing services on equipment that is not listed on the equipment inventory list, without a modification increasing the quantity government.

The equipment inventory list also provides quantities for equipment requiring unscheduled maintenance only, no PM. Repairs are authorized for the equipment CED quantities listed in the contract.

1.3 Key Government Positions

1.3.1 Contracting Officer (KO): An individual with the authority to enter into, modify, administer, and/or terminate contracts.

1.3.2 Contracting Officer's Representative (COR): An individual designated and authorized in writing by the KO to perform specific technical or administrative functions.

1.3.3 Commissary Officer (CO): An individual responsible for overall commissary operations.

1.3.4 Equipment Maintenance Team (EMT): A group responsible for administrative work primarily concerned with analyzing, developing, evaluating, or promoting improvements in the policies, plans, methods, procedures, systems, or techniques of an equipment/maintenance program.

2 General Requirements The Contractor shall provide labor, supervision, equipment, tools, materials, parts, transportation of employee, permits and other necessary items to perform the PM and scheduled repair services identified in this PWS. The Contractor shall have access to technical manuals current when the Contractor is required to perform the services. At time of award and throughout the duration of this contract, the contractor shall ensure that contractor personnel completely understand the requirements of this PWS. 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/Management

The Contractor shall coordinate activities needed to execute the requirements of this PWS with the COR. The Contractor shall manage the process for identifying the equipment problem and is responsible for the timeliness, and completeness of the resolution. The Contractor shall provide corrective action plans, monitor timely identification of issues, and manage subcontractors. The Contractor shall seek to ensure customer satisfaction 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 within the time constraints as required in section 3. The Contractor shall assign a single Point of Contact (POC) to support this contract. The Contractor shall direct the work effort and maintain proper and accurate time keeping records of personnel assigned to work on this requirement.

2.3.3 Subcontract Management

The Contractor shall be responsible for subcontractor performance on this requirement. The Contractor shall manage work distribution to ensure there are no Organizational Conflicts of Interest (OCI) considerations.

2.4 Contractor Personnel

The following subsections specify requirements for Contractor personnel.

2.4.1 Personnel Training

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

2.4.2 Government Property

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

2.4.3 Removal of Employees for Cause

The government will request that the Contractor immediately remove a Contractor employee for the following non-exhaustive list of actions: deliberate destruction or mishandling of government, patron or vendor property; theft; use of alcoholic beverages, cannabis, illegal drugs or controlled substances; performance of work in other than a skillful manner; displaying disruptive unacceptable behavior (e.g., abusive, demeaning, foul or threatening language, fighting, etc.) and willful violations of safety standards. Removal of any employees for such cause shall not constitute a valid basis for non-performance of services or a claim for additional compensation. The Contractor shall provide written notification to the KO regarding this action.

2.4.4 Parking

The C

2.4.5 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.

2.4.6 Identification of Contractor Personnel

Contractor personnel shall be easily recognizable by wearing distinctive clothing bearing the name of the company or company identification. Contractor personnel shall wear required government furnished badge at all times during performance of this contract. Badge to be provided by the government facility in which they are working after signing in and must return the badge when signing out prior to leaving.

2.4.7 Personal Protective Equipment (PPE)

Contractor personnel must use Personal Protective Equipment (PPE) as required IAW OSHA 29 Code of Federal Regulations (CFR) 1910.132, including any changes made during execution of this contract.

2.5 Location and Hours of Performance

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

2.5.1 Contractor Hours of Work

The hours of performance will be Monday through Friday, 8:00 a.m. to 5:00 p.m. local time at the store, excluding federal holidays. Refer to the Office of Personnel Management (OPM) website (www.opm.gov) for a listing of federal holidays.

2.5.2 Call Center

Prior to start of contract performance, the Contractor shall provide a phone number or email address to the store listed on the contract. The Contractor shall respond at this phone number and/or email address for service calls during hours of performance.

2.5.3 Closing for Inclement Weather or Emergency Conditions

The COR and C e notification about closures or delayed reporting times. The Contractor shall provide service as long as the commissary remains open.

2.5.4 Location of Work

The Contractor is required to perform work site work. The Contractor may only perform work off site when approved in advance by the COR. The Contractor shall be liable for any loss or damage to government property removed to an off-site location shall notify the COR when equipment will be off-site for a duration exceeding seven calendar days.

2.5.5 Methods of Identifying/Preventing Deficiencies

The Contractor shall establish methods for identifying and preventing deficiencies in the quality of services performed before the level of performance becomes unacceptable. If the Contractor deems equipment unrepairable, the Contractor shall notify COR. The government has the sole authority to ultimately determine whether equipment if unrepairable.

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

3.1 Perform preventive maintenance for material handling equipment requirement. The Contractor shall perform all PM work required by this contract.

3.1.1 Standard: The Contractor shall coordinate the dates and times of all PM work with the COR.

3.1.2 Standard: The Contractor shall coordinate the date and time of the first PM visit with the COR within 15 calendar days of contract award. The Contractor shall complete the first PM interval within 30 calendar days of contract award. The Contractor shall report any necessary repairs discovered during a PM to the COR, and performed as unscheduled maintenance.

3.1.3 Standard: The Contractor shall complete PM intervals every 3 months on the equipment listed in section

1.2.4. The Contractor shall complete PM work to comply with federal, state and local laws, regulations, and OSHA and DeCA standards. The contract PM s, including labor, parts, expendables, fluids and trip charges to perform the requirements listed in the PM checklist.

3.1.4 Standard: The Contractor shall maintain the cleanliness of the area in which the Contractor is working, to include disposal of hazardous materials IAW applicable local, state and federal regulations. The Contractor shall dispose of nonhazardous materials in designated on-site area(s) only.

3.1.5 Standard: The Contractor shall provide each service ticket with the PM checklist to the COR at the time the PM services are being performed. The Contractor and COR shall sign each service ticket and PM Checklist with a copy left at the location and the original to be maintained by the Contractor. The Contractor shall attach all signed documents to the invoice for which the documents apply in Procurement Integrated Enterprise Environment (PIEE).

3.2 Unscheduled maintenance repair or service of material handling equipment requirement. The Contractor shall provide unscheduled maintenance and repair or service as required by this contract.

3.2.1 Standard: The Contractor shall respond to unscheduled maintenance repair or service calls and provide a signed repair estimate to the COR within 16 working hours after receiving the call. Any more than 3 delinquent responses per store per contract year is considered unacceptable. The COR is responsible for approving the Contractor to complete the unscheduled maintenance repair.

3.2.2 Standard: The Contractor shall coordinate the dates and times of all unscheduled maintenance repairs with the COR to minimize interference of daily store operations.

3.2.3 Standard: The Contractor shall perform unscheduled maintenance repair actions approved by the COR within 7 working days of approval. The Contractor shall complete repairs to comply with federal, state and local laws, regulations, and OSHA and OEM standards. The Contractor shall provide parts and warranty documents to the government upon submission of the service ticket. The Contractor is not authorized to cannibalize equipment.

3.2.4 Standard: The Contractor shall provide a 30-day warranty on replacement part(s) installed on repaired equipment and workmanship. The Contractor shall repair the equipment at no additional cost to the government if same replacement part(s) fails within 30 days after maintenance has been completed.

3.2.5 Standard: The Contractor shall provide a 30-day labor warranty on repairs conducted on equipment. The government will not pay for additional labor including trip charges, for repairs made to the same piece of equipment within a 30-day period following completion of the initial repair.

3.2.6 Standard: The Contractor shall maintain the cleanliness of area in which the Contractor is working, to include disposal of hazardous materials IAW all applicable local, state and federal regulations. The Contractor shall dispose of any nonhazardous materials only in designated on-site area(s).

3.2.7 Standard: The Contractor and the COR shall sign the service ticket at the time of completion for each repair.

The Contractor shall provide a copy of the signed service ticket to the COR and the original shall be maintained by the Contractor. The Contractor shall attach the signed service ticket to the invoice to which the service ticket applies in PIEE.

3.2.8 Standard: No more than 3 unscheduled maintenance calls per month on the same piece of equipment. If call limit is exceeded, COR must contact EMT for disposition instructions.

3.3 Service ticket, invoice and service history requirement. The Contractor shall document and invoice repair actions IAW the below.

3.3.1 Standard: The Contractor shall furnish a completed service ticket for each PM and unscheduled repair to the COR at the time the service is rendered. The Contractor and the COR shall sign each service ticket upon completion of the service. The Contractor shall leave a copy of the signed service ticket 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;

Manufacturer, model and serial number;

Item description and list of parts used;

Detailed diagnosis of work/service performed;

Date of service and time service started and ended;

4 Required Documentation The Contractor shall provide the required documentation as specified by the government.

PM Checklist (3.1.5)

Signed service ticket (3.1.5 and 3.2.7) Warranty documents (Part(s)/Material(s)) (3.2.4 and 3.2.5) PIEE Invoice (3.3.1)

5 Special Requirements This section describes the special requirements for this effort.

5.1 Safety

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

5.2 Security of Property

The Contractor shall be responsible for safeguarding government 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 furnished property to the proper designated location.

5.3 Accident Reporting

The Contractor shall report accidents to the COR or on-duty government manager as soon as practicable, but no later than the next business day following the accident. Accidents resulting in death, traumatic injury, occupational illness or damage to government property incidental to work performed under this contract shall be reported on DeCA Form 30-301 IAW DeCA Manual (DeCAM) 30-17.1, Chapter 6 and Appendix E. The Contractor and COR shall maintain a copy of the accident report.

6 Government Furnished Property and Services

This section describes the special requirements for 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) at the store.

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.

8 Environmental Protection Agency (EPA) Compliance

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

8.1.2 Engine coolants shall be reclaimed