Performance Work Statement rev08 10.30.25.pdf

10 SEPTEMBER 2025

Revision 08

Performance Work Statement (PWS)

Maintenance and Repair of Material Handling Equipment (MHE)

1 Introduction This PWS defines the preventive maintenance (PM) and unscheduled maintenance (UM) for MHE at commissary system locations operated by the Defense Commissary Agency (DeCA) in the contiguous United States (CONUS), and in Alaska, Hawaii, and Puerto Rico.

1.1 Scope

The Contractor shall perform PM and UM of MHE, as those terms are defined in paragraph 1.2 below, at the commissary locations covered by this contract.

1.1.1 The recommended period of performance (POP) is based on current and previous market research. The market volatility influenced repair and material cost, and the fact this will be a Firm Fixed Price (FFP) for scheduled preventative maintenance service, and Time and Material (T&M) for un-scheduled maintenance repairs 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 the manufacturer's intended use and warranties.

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 that is 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 but not limited to labor, parts, expendables, fluids, transportation, and trip charges are in accordance with the Firm Fixed Price (FFP) contract line items, and will not be reimbursed in any other way.

1.2.3 Unscheduled Maintenance (Repair or Service): Maintenance for 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. UM repairs or service is performed on an as-needed basis. UM services shall be within the established fixed hourly rates for labor, and actual costs for materials and other direct costs rates (ODCs) are in accordance with Time and Material (T&M) contract line-item number (CLIN).

1.2.4 MHE: As covered by this contract

below. More detailed information regarding equipment and quantities at specific commissary locations are identified in the attached MHE CED List.

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)

Any costs that the Contractor incurs performing services on equipment that is not listed on the equipment inventory list, without written notification to the KO, .

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 employees, or subcontractors, permits, and other necessary items to perform the PM and UM 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 the contract, including this PWS. Material Handling Equipment service technicians shall possess a sound mechanical aptitude and working knowledge of troubleshooting, diagnosing, and repairing MHE as required by the government under this contract.

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 in writing 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 behaviors and practices.

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 among the support operations at corresponding DeCA locations, DeCA headquarters staff, and the Contractor's corporate offices, as identified herein.

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 within the time constraints identified herein. The Contractor shall assign a primary and alternate 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 is responsible for subcontractor performance.

2.4 Contractor Personnel

The following subsections specify requirements for Contractor personnel.

2.4.1 Contractor Personnel Experience

The Contractor shall accomplish the assigned work with personnel certified by the Automotive Service Excellence (ASE) and with appropriate combinations of education, training, and experience.

2.4.2 Removal of Employees or Subcontractors for Cause

The government will request that the Contractor immediately remove a Contractor employee or subcontractor 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 or behavior, violence, fighting) and violations of safety standards. Removal of any employees or subcontractors 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 any such removal actions.

2.4.3 Parking

The C yees shall park only in areas designated by the CO or COR.

2.4.4 Shopping Privileges

Contractor or subcontractor employees who are authorized, through statute or Department of Defense policy, 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 and subcontractor 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 or use by other personnel or organizations not authorized to shop in the commissary.

2.4.5 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 will be provided by the government facility at which they are working after signing in and must be returned when signing out prior to leaving.

2.4.6 Personal Protective Equipment (PPE) and Safety

Contractor must comply with Title 29, Chapter XVII of the Code of Federal Regulations, and all associated laws and regulations. Contractor personnel must use Personal Protective Equipment (PPE) as required by 29 CFR §§

1910.132 through 1910.140, 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 commissary facility, 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 and email address to all commissary officers at commissary facilities covered by the contract. The Contractor shall respond at this phone number and email address for service calls during hours of performance.

2.5.3 Closing for Inclement Weather or Emergency Conditions

The COR and C 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 on-site. The Contractor may only perform work off site when approved in advance by the Contracting Officer (KO). The Contractor shall be liable for any loss or damage to government property removed to an off-site location ontractor shall notify the Contracting Officer (KO) 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 in writing as soon as practicable upon discovery of same. The government has the sole authority to determine whether equipment is unrepairable or not.

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

3.1 Preventative Maintenance (PM)

The contractor shall provide PM services as 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 fifteen

(15) calendar days of contract award. The Contractor shall complete the first PM interval within thirty (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 (UM) where authorized by the COR or KO.

3.1.3 Standard: The Contractor shall complete PM intervals every three (3) months on the equipment covered under the contract. The PM contract line-item number (CLIN) performance PM, including labor, parts, expendables, fluids, transportation, 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 in accordance with all 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. UM repairs discovered during a PM must be reported to the COR. Repair costs less than $2,500.00 shall be approved by the COR. Repairs costs that exceed $2,500.00 shall be approved by the COR and require approval by DeCA HQ EMT. The COR is responsible for obtaining EMT approval. The COR is responsible for providing both, COR and EMT approvals to the Contractor for repairs to be completed. 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 (UM)

The Contractor shall provide unscheduled maintenance and repair or service as required by this contract.

3.2.1 Standard: The Contractor shall respond to UM repair or service call or email. The Contractor shall provide a signed service estimate to the COR within sixteen (16) working hours after receiving call or email. The COR is responsible for providing approval to the Contractor to complete UM repair. UM repairs costs, less than $2,500.00 shall be approved by the COR. Repairs costs that exceed $2,500.00 shall be approved by the COR and approved by DeCA HQ EMT. The COR is responsible for obtaining EMT approval. The COR is responsible for providing both, COR and EMT approvals to the Contractor for UM repairs to be completed.

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

3.2.3 Standard: The Contractor shall perform UM repair actions approved by the COR within seven (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 (utilize parts from other equipment).

3.2.4 Standard: The Contractor shall notify the COR of any delay in repair status, i.e. due to delayed expected time arrival (ETA) of replacement part(s) that will exceed the seven (7) working day threshold. The Contractor must email the COR with a eekly Repair Timeline reflecting a timeline of part arrival to repair completion.

3.2.5 Standard: The Contractor shall provide a 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 the warranty period after maintenance has been completed, or within 30 days, whichever is longer.

3.2.6 Standard: The Contractor shall provide a 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 warranty period following completion of the initial repair.

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

3.2.8 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.

3.2.9 Standard: The Contractor shall notify the Contracting Officer (KO) in writing if more than three unscheduled maintenance calls per month are made on the same piece of equipment. After such notification, the Contractor shall defer to the Contracting Officer (KO) and COR for disposition instructions.

3.3 Service ticket, invoice and service history requirement

The Contractor shall document and invoice repair actions in accordance with the below.

3.3.1 Standard: The Contractor shall furnish a completed service ticket for each PM and unscheduled repair or service 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:

Commissary facility 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;

3.3.2 Standard: The Contractor shall provide, and maintain a service history report for PM and UM services and repairs. The report shall be provided in an Excel spreadsheet, dated with the following column headings. At a minimum, the ticket shall include:

DeCA Location;

Service ticket number/estimate number;

DeCA bar code;

Serial number;

Manufacturer;

Item Description;

Description of malfunction and work/service performed;

Total cost of repair;

The Service History Report shall be emailed Quarterly to the Administrator, KO, or Contract Specialist and the DeCA HQ EMT email. The report is due no later than the 10th day into each quarter. If no services or repairs are provided a negative email is to be sent.

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

4.1 Safety

The Contractor shall comply OSHA, DOD, DeCA and Installation safety regulations and policies.

OSHA: https://www.osha.gov DOD: https://www.esd.whs.mil DeCA: corp.commissaries.com - Go to: Corporate Links, under Agency, select Official Publications. See series 30 (Safety, Security and Administration), Directives and Manuals.

4.2 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 facilities. At the close of each work period, the Contractor shall return government furnished property to the proper designated location(s).

4.3 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, as described at DeCA Manual (DeCAM) 30-17.01, Chapter 6 (or latest version). The Contractor and COR shall maintain a copy of the accident report.

5 Government Furnished Property and Services The Government will provide the utilities necessary to perform all operations required by this contract.

6 Environmental Requirements The Contractor shall comply with all applicable environmental laws, regulations, ordinances and standards.

Lubricating oils shall be a minimum of 25% recovered materials and engine coolants shall be reclaimed.

7 Deliverables This section describes requirements for this Contract.