IPSEN SOW_09Aug22.docx

STATEMENT OF WORK

IPSEN Vacuum Furnace Maintenance Services

1. Background:

Fleet Readiness Center Southeast (FRCSE) utilizes the IPSEN Vacuum Furnace to heat treat aircraft components for the US Navy and requires maintenance for continued upkeep of the vacuum furnace in order to meet aircraft component production demands. Therefore, routine inspections and a preventive maintenance schedules will ensure that the Vacuum Furnace will operate more efficiently and will help to eliminate costly repairs.

2. Scope:

2.1. This Statement of Work (SOW) identifies the necessary supplies and services to establish a maintenance contract for the preventative maintenance, repair, and training of a Government-owned asset, located at the FRCSE, Naval Air Station Jacksonville, Florida 32212, to keep IPSEN vacuum furnace efficient and functional.

2.2. The requested services is for repairs to be performed on the IPSEN Vacuum Furnace (P/A: 65886066592; Model No.: HR 66X60 2-Bar; Serial No.: BM2108). The Original Equipment Manufacturer (OEM): IPSEN, Inc. 984 Ipsen Road, Cherry Valley, IL 61016-3800

3. Applicable Documents:

3.1. IPSEN Vacuum Furnace Operations & Maintenance Manuals

3.2. Aerospace Material Specifications (AMS 2750F and AMS 2769D)

3.3. 212-J/412-J Microwave Pump manual

3.4. Stokes 412 Microvac Pump Manual

3.5. Stokes Vacuum Booster 900-615 Manual

3.6. Varian HS Manual

3.7. Varian DS-402 Manual

3.8. High Throughput Diffusion Pump Manual

3.9. Wilkerson B28 Filter Operating Instructions

4. General Requirements:

4.1. The Contractor must be knowledgeable with the equipment referenced in Section 2 and be able to perform all work in accordance with the Original Equipment Manufacturer (OEM) specifications.

4.2. The Contractor is responsible for providing personnel with the necessary level of expertise to support the task activities and requirements in this SOW.

4.3. If necessary, the Contractor shall work with the OEM for material and all preventative maintenance measures required.

4.4. The Contractor is required to provide all tools, parts, and material, including but not limited to: test equipment, alignment tools, meters, support equipment, POLs (Petroleum, Oil and Lubricant), hardware and software required to perform the requested services. Shipping of materials/equipment as mention in above shall be included in the price to perform services and shall not be billed separately.

4.5. The Contractor shall provide Material Safety Data Sheets (MSDS) for all hazardous materials (solvents, grease sealants, and lubricants) used.

4.6. The Contractor shall properly dispose of any debris, waste, and/or leftover materials by removing them from the worksite and the NAS Jacksonville base.

4.7. The Contractor is required to ship all materials and supplies necessary to complete the requested services via traceable means (i.e., FedEx, UPS, USPS, etc.) to the following location:

FRCSE

NAS Jacksonville Attn: Katie Holland Wright Street, Bldg 797 Jacksonville, FL 32212 Contract Number TBD

4.7.1. The Government will notify the Contractor when all material has been received.

4.7.2. The Contractor is responsible for return shipping of all tools, support equipment, and unused material back to the appropriate Contractor facility.

4.7.3. The Contractor may forego commercial shipping of any tools and material by transporting all required items to the Government location of work by Contractor’s organic transportation (professional work vehicles and/or delivery vehicles).

4.8. All material is required to be on-site prior to any work being performed.

4.9. The government is not responsible for any broken, damaged, or destroyed material/items due to substandard markings, packing, or preservations, if shipped via commercial sources.

4.10. The Contractor is required to perform all services in accordance with the established FRCSE regular workweek and daily start and end times, unless previously authorized with the Technical Point of Contact (TPOC).

4.10.1. Work will be performed from Monday through Friday during FRCSE normal business hours of 6:00 a.m. to 2:30 p.m.

4.10.2. No work will be permitted on Federal holidays.

4.10.3. Government approval shall be established before any service outside normal work hours can begin.

4.10.4. Overtime work is allowed at no additional cost to the Government.

4.11. The Contractor shall travel to Fleet Readiness Center Southeast (FRCSE), FRCSE, Naval Air Station Jacksonville, Florida 32212, to support the task requirements.

4.12. The Contractor shall refer to the manufacturer manual for each component when conducting maintenance and preventative maintenance procedures.

4.13. For any Hazardous Material (HAZMAT) spills (i.e. oil), the Contractor is to notified the TPOC and follow the FRCSE Spill Plan for Oil & Hazardous Substances (attachment 1).

5. Specific Performance Requirements:

5.1. CLIN 0001: The Contractor shall perform all preventative maintenance (PM) checks (including visual inspection) and actions in accordance with the latest OEMs’ Operating & Maintenance (O & M) manuals as stated in section 3, Applicable Documents.

5.1.1. At a minimum, the Contractor shall complete the Preventative Maintenance Checklist (attachment 2).

5.1.2. The Contractor will provide (2) two PM checks. (1) One annual and (1) one semi-annual per period of performance. The (2) two PM checks will be done every 6 months.

5.1.3. The Government does have manuals available for review to serve as a reference to the specifications required to complete the services. The Contractor shall not to rely on the Government manuals, but to obtain a copy from the OEMs or other authorized sources. Therefore, Government is not providing manuals under this contract, but will provide in certain circumstances (i.e. OEM no longer exists and there are no manuals for the Contractor to use).

5.1.4. In the event a part(s) needs to be replaced during the PM, the Government will furnish the required part(s) and the contractor shall install it free of charge.

a. If the part(s) is not readily available during the PM, the Government will arrange a Tear down, Test & Evaluate (TT&E) visit for the Contractor to come back for the part(s) replacement and to finish the repair(s).

5.1.5. In addition to the PM, the Contractor shall ensure that the Vacuum Furnace is operation within OEM’s standards and specifications. Any discrepancies shall be reported to the TPOC as mentioned in section 5.3.

5.1.6. The Contractor shall, throughout this contract, keep a running log of the maintenance check schedules and system performance.

5.1.7. Contractor shall contact the TPOC at least 30 days in advance to schedule maintenance.

5.2. CLIN 0002: In the event of equipment failure that cannot be resolved via telephonic support, the contractor shall provide onsite support to complete tear down, test & evaluation (TT&E).

5.2.1. The purpose of the TT&E shall be used to test, diagnose to determine the cause of the failure and provide the recommended maintenance procedures to restore the vacuum furnace to full operational capabilities.

5.2.2. TT&E shall include the reinstallation of equipment and notifying the GPOC of equipment limitation and the recommended procedures to be followed to prevent damage to the equipment.

5.2.3. The contractor should anticipate two (2) visits not to exceed three (3) days per visit. If more days are needed, the Contractor shall make that recommendation in their Field Service Report (FSR). The Government will evaluate the need for more site visits.

5.2.4. If any repairs are required after the TT&E diagnosis, the Contractor shall discuss the parts, labor, and travel cost associated with the repairs with the TPOC as mentioned under section 5.3, Additional Work.

5.3. Additional Work

5.3.1. During the course of the preventative maintenance and TT&E repair effort, under paragraphs 5.1 and 5.2, if the Contractor identifies any discrepancies, determines that additional parts and/or services are needed outside of PM, including major repairs, the Contractor shall immediately notify/contact the TPOC via email with the initial Field Service Report (FSR). The initial FSR will include these findings as additional “over and above” work needed based on DFARS 252.217-7028, Over and Above Work. The initial FSR will include cost estimate of recommend parts and services required.

5.3.2. The Government will review the initial FSR and make a determination on whether to approve any additional parts or services according to DFARS 252.217-7028.

5.3.3. The TPOC and/or the primary Contract Specialist shall notify the Contracting Officer (KO) to discuss the need for any additional parts and/or services as “over and above” work. The KO (on behalf of the Government) and the Contractor will then negotiate a settlement for the “over and above” work.

1. Until a contract modification for the additional, “over and above” work is signed by the KO, the Contractor shall not perform any additional work or provide any addition parts.

5.3.4. FRCSE employees and military personnel are not authorized to direct the Contractor to furnish any parts/components or labor services outside the scope of the contract. To do so may constitute an unauthorized commitment. The Contractor shall not perform any additional labor or furnish parts/components outside the scope of this contract, unless authorized by a contract modification as mentioned in 5.3.3. To do so without a contract modification would cause the Contractor to work “at risk”.

5.4. CLIN 0003: The Contractor shall provide basic maintenance, operating procedures, and safety training.

5.4.1. During the second PM visit, the Contractor shall conduct a refresher-training course on the maintenance and operating (including safety) procedures.

5.4.2. The refresher training should be at a minimum one (1) hr. but shall not exceed four (4) hrs. per visit for a maximum of eight (8) government employees. Training shall be conducted within the timeframe allotted for semi-annual PM and not as an add-on for an additional day or different day.

1. The Government reserves the right to add another training class at the next PM.

5.4.3. The Contractor shall coordinate with the TPOC on the day, time, and location of the training.

5.4.4. Training topics will including but not limited to:

1. Supervisor Training

2. Operator Training

3. Good Housekeeping

4. Operational Safety

5. Safety Awareness

a. Employees Safety

b. Machine Safety features

c. Warning/danger signs

d. Protective Equipment

6. Daily, Weekly, Monthly and other Preventative Checks that the Government will complete.

7. Basic Troubleshooting

5.5. Technical Phone/Online Support: The Contractor shall provide customer technical phone/online, support Monday through Friday (8:00 AM – 5:00 PM EST) to assist with any issues that arise that can be resolved without an onsite emergency service visit for the entire period of performance.

5.5.1. If a technician is not available at the time of the call, a message will be left. Technical phone support shall be provided within four (4) hours of message request from the Technical Point of Contact (TPOC).

5.5.2. If the Government determines that onsite support is required to resolve the issue, the Contractor shall be required to be onsite within 7-10 calendar days for onsite tear down, test & evaluation (TT&E).

5.5.3. All technical phone/online support associated with this contract shall be included in the price to perform services and shall not be billed separately.

6. Travel

6.1.1. All travel costs associated with this contract shall be included in the price to perform services and shall not be billed separately.

6.1.2. The number of contractor personnel authorized to travel to the work site and work on the contract will be determined by mutual agreement (Government and Contractor). All additional employees, if applicable, shall be included in the price to perform services.

7. Period of Performance (PoP)

7.1. Base Year: 01 Sep 2022 -31 Aug 2023

Option Year I: 01 Sep 2023- 31 Aug 2024 Option Year II: 01 Sep 2024 -31 Aug 2025

8. Government Furbished Equipment/Service

8.1. The Contractor is not authorized to operate or use any Government furnished property and/or equipment, other than the vacuum furnace and axillary equipment attached to the machine.

8.2. The Contractor shall not use any Government furnished computers during maintenance or training. Internet connection will not be available through Navy-Marine Corps Intranet.

8.3. FRCSE will provide access to a phone line. The Contractor will be able to bring their own electronic devices, pending approval from the FRCSE IT department. The Contractor will work with the TPOC on electronic devices, their requirement, and approval.

9. Quality Assurance and Monitoring of Work

9.1. The Government will perform at minimum, periodic and random inspections while the Contractor is on-site to ensure that the Contractor is performing all tasks in accordance with the contract.

9.2. The Contractor shall be responsible for all loss or damage to Government property, while in the performance of these contract requirements, which result in whole or in part from the negligence or omissions of the Contractor, any of its Subcontractors, or any employee, agent, or representative of the Contractor or Subcontractor(s).

10. Inspection and Acceptance:

10.1. Acceptance by the Government shall be dependent on the Contractor completing the IPSEN Vacuum Furnace preventative maintenance according to the OEMs’ required checks, frequency, standards and specification.

10.2. A Certificate of Completion (COC) in accordance with FAR 52.246-15 shall function as the Government’s inspection and acceptance document. Upon completion of services:

10.2.1. The Contractor shall provide the TPOC with a COC.

10.2.2. The TPOC shall review, sign, and provide a signed copy of the COC to the Contractor prior to the Contactor departing NAS Jacksonville.

11. Deliverables:

11.1. Upon completion of services, the Contractor shall provide an electronic copy of their FSR to the TPOC via email within seven (7) days.

11.2. The report shall include the contractor’s standard information, but also include the following:

1. Name of the technician(s) performing the services.

2. Date(s) the services were performed

3. Model and serial numbers of the equipment serviced with a detailed report of the work performed.

4. A list of discrepancies, parts, and/or services recommended to keep the entire IPSEN Vacuum Furnace equipment operational.

11.3. The Contractor shall provide the running log of the maintenance check schedules and system performance up to the most current completed PM.

11.4. At the end of the contract, the Contractor shall provide the final maintenance check schedule and system performance log to the TPOC.

12. Warranty:

The Government requires that the Contractor provide a standard commercial warranty or at least the same warranty terms, including offers of extended warranties, offered to the general public in customary commercial practice. The warranty (to be incorporated into the contract) will cover repair or replacement of defective items (including the computer in 4.2) discovered within TBD months after acceptance of requested services. The warranty will include parts, labor, etc. at no cost to the government.

13. Special Requirements:

13.1. Base Access:

13.1.1. The contractor shall obtain the necessary passes and identification for entry into Naval Air Station Jacksonville and FRCSE for all employees before commencement of work.

13.1.2. Upon arrival, all personnel will be required to check-in at the Pass & ID Office located at Yorktown Ave gate (6801 Roosevelt Blvd Jacksonville, FL 32212).

13.1.3. Once on base, the Contractor will need to go to Bldg. 101 located at the end of Yorktown Ave to gain their FRCSE contractor badge (Wasp St Bldg. 101).