JAX PWS version 3.9.22.docx

JACKSONVILLE TRUCK SCALE MAINTENANCE

Performance Work Statement (PWS) (v.3/9/2022)

1. INTRODUCTION

2. OBJECTIVE

3. EQUIPMENT REQUIRING SERVICE

4. SCOPE

5. HOURS OF OPERATION AND HOLIDAYS

6. SCHEDULE

7. ANNUAL CALIBRATION/PREVENTIVE MAINTENANCE

8. UNSCHEDULED SERVICE

9. PARTS AND MATERIALS

10. TRAVEL COST

11. ACCEPTANCE OF WORK

12. SERVICE REQUEST DOCUMENTATION

13. LOCK OUT / TAG OUT

14. ACCEPTABLE PERFORMANCE LEVELS

15. CONTRACTOR EMPLOYEES

16. PERMITS

17. DLA DISPOSITION SERVICES ENVIRONMENTAL MANAGEMENT SYSTEM

18. SPILL RESPONSIBILITY

19. CONTRACTOR INSURANCE

20. CONTRACT TERMS AND CONDITIONS-COMMERCIAL ITEMS

21. TASK ORDERS

22. CONTRACTOR MANPOWER REPORTING

23. PERIOD OF PERFORMANCE AND NOTIFICATION

24. CONTRACT MAXIMUM/MINIMUM

1. INTRODUCTION:

The Defense Logistics Agency (DLA) Disposition Services has the responsibility of disposing and reutilizing excess United States Department of Defense (DoD) property at locations throughout the world. DLA Disposition Services is a Major Support Command (MSC) of DLA. DLA Disposition Services is headquartered in Battle Creek, Michigan. Our Jacksonville, Florida site is the regional headquarters for our Southeast region. DLA Disposition Services always requires operational scales to quantify the removal of property it receives for re-sale or disposal. Maintaining and calibrating the scales is a priority. Without accurate scale readings that enable accurate weighing of trucks/property, the support to the military services would be hindered to a critical point.

2. OBJECTIVE:

DLA Disposition Services Jacksonville requires the use of a Truck Scale to complete its mission. The Contractor shall perform timely and effective calibration/ preventive maintenance (PM), and repair service calls.

3. EQUIPMENT REQUIRING SERVICE:

1. Truck scale One (1) Fairbanks, IND-R2500-FL

2. Indicator One (1) Avery Weight Tronix Model number ZM305-SG1

3. Printer One (1) Epson TM-U220D Model number M 188D

4. Scoreboards One (1) Rice Lake/Laser Light 4

4. SCOPE:

a. The work consists of furnishing all labor, equipment, insurance, travel, tools, supplies, repair parts, etc. to perform timely and effective PM and calibration annually, and/ or remedial service calls and repair service, including technical inspections and load tests as needed for the same.

b. Workspace will be provided to the Contractor to complete on-site PM services and necessary repairs within the DLA Disposition Services Jacksonville complex. Existing utilities will be furnished without charge to the Contractor.

c. All repairs, preventative maintenance services, and remedial services will be in accordance with the Original Equipment Manufacturer (OEM) manual. The Contractor shall make available to the Contracting Officer (KO) or Contracting Officer’s Representative (COR) the status of any or all repair work in progress upon request. The Contractor shall be paid for the actual services provided; however, all repairs shall require estimates to be provided to the COR for determination of whether the repair is minor, major, or uneconomical and to ensure funding is available.

d. These services shall include all necessary personnel, including applicable Subcontractors, labor, transportation, equipment, and the compilation and submission of all documentation required by this contract.

e. The Contractor shall maintain complete and accurate files of documentation and records under the terms of this contract. Files shall be provided within one business day to the KO upon request.

f. DLA may replace any of the scales and those costs are outside the scope of this contract, however, the associated PM and repair maintenance, unless under manufacture warranty would be considered in scope of this agreement.

5. HOURS OF OPERATION AND HOLIDAYS:

The service to be performed under this contract shall be performed during normal U.S. Government (USG) working days, as applicable for the site(s) on the Task Order (TO), with specific office hours available from the COR on the TO, except for Federal holidays. Work that cannot be completed by close-of-business for the TO site(s) shall be discontinued and resumed the next business day, unless approved by the KO. Installation specific normal hours of operations for this contract are available upon request from the COR. Services will not be scheduled to be performed on a regular Federal holiday (see below), or one designated by Presidential proclamation.

*The holiday is observed on the preceding Friday or the following Monday when the holiday occurs on Saturday or Sunday, respectively.

6. SCHEDULE:

a. The Contractor shall complete the PM within 15 business days of the issuance of the TO. The Contractor shall contact the COR to coordinate the exact date of Maintenance Services at least four (4) business days prior to commencement of work.

b. 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 location installation and DLA Disposition Services Jacksonville.

c. The Contractor shall comply with all applicable Federal, State and installation Fire, Safety, Security, Installation Commander Policies and Environmental Protection Regulations.

d. If the maintenance schedule conflicts with mission requirements, the maintenance activity may be adjusted at the discretion of the COR.

e. Upon completion of services each day, the Contractor shall clean-up the workspace and remove and dispose of any parts and debris, from the military installation and DLA Disposition Services Jacksonville.

7. ANNUAL CALIBRATION PREVENTIVE MAINTENANCE (PM): – CLIN 0001

a. Truck Scale Calibration and PM shall be ordered CLIN 0001 base, 1001 first option, and 2001 for second option.

b. PM is the routine checking of hardware that is performed by a field engineer, mechanic, technician, or electrician on a specific scheduled basis. PM costs shall not be charged or reimbursed separately under CLINs 0002 or 0003.

c. PM services include but are not limited to visual and operational inspections, cleaning, calibration, and any other adjustments and replacements that are necessary to provide fully operational scales.

8. UNSCHEDULED SERVICE: – CLIN 0002

a. Deficiencies or required repairs, not a part of PM procedures, shall be repaired as discovered. Such repairs shall be considered Unscheduled Services and billed under separate CLIN. In addition, repairs due to damage by fire, water, burglary, accident, abuse, and acts of God are considered Unscheduled Service.

b. The following services are considered Unscheduled Services and will be issued by TO.

1. All corrective maintenance requested by DLA.

2. Unscheduled Service orders shall be billed under CLINs 0002 for the base period, 1002 for the first option period, and 2002 for the second option period. The Contractor shall coordinate with the Manufacturer’s Representative on repairs of equipment and components under warranty at no additional charge to the USG. The Contractor shall complete repairs within 2 business days unless additional time is approved by the COR.

9. PARTS AND MATERIALS: – CLIN 0003

a. Parts and Materials shall be ordered CLIN 0003 base, 1003 first option, and 2003 for second option.

b. The Contractor shall furnish replacement parts. Parts and Materials used by the Contractor in performance of this contract shall be new and conform to the original equipment manufacturers or re-manufacturer’s specifications unless approved by the COR.

c. Rebuilt assemblies shall only be used with prior approval of the COR when it is a standard industry practice, and the rebuilt assembly or subassembly carries the same manufacturers or re-manufacturer’s warranty as a new assembly or subassembly. Any part removed shall be USG property and shall be returned upon request of the COR unless the replacement part is predicated upon an exchange basis with the part being replaced.

d. OEM recommended replacement parts and materials may be examined when requested by the KO or COR prior to installation. The KO or COR will approve all parts and materials that are substituted for OEM replacement parts by the Contractor prior to installation.

e. DLA will reimburse 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 reimbursed to the Contractor at cost not to exceed Contractor’s cost-plus mark-up 15% cited in bid summary.

f. New equipment received by the USG under manufacturer’s warranty shall not be repaired without prior approval of the KO or COR. The KO or COR may request the Contractor to inspect the equipment to determine if the provisions of the manufacturer’s warranty are applicable.

g. The Contractor shall coordinate with the Manufacturer on behalf of DLA for repairs that are covered under the manufacturer’s warranty. Repairs shall only be accomplished, at no cost to DLA, if approved by the manufacturer and KO or COR. Payment for the Contractor inspection will be determined in accordance with the schedule or prices.

10. TRAVEL COSTS: – CLIN 0004

a. Travel costs shall be ordered CLIN 0004 base, 1004 first option, and 2004 for second option.

b. Travel costs are for the round trip to and from our Jacksonville site.

11. ACCEPTANCE OF WORK:

a. Monitoring of scheduled PM and Unscheduled Service Calls and repair parts will be accomplished by the COR or his/her designated representative on a 100% inspection basis immediately after completion. When the COR or his/her designated representative determines the equipment does not operate properly, the Contractor will be notified. This shall be considered a callback and the service and trip charges 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 one (1) business day from the time the Contracting Officer’s Representative or his designated representative contacts the Contractor of the problem.

b. Work performed under this contract shall be subject to the acceptance of the COR or designated inspector. If performance is found to be unsatisfactory and not in accordance with the requirements of this contract, the Contractor shall begin correcting unsatisfactory work as soon as possible but not later than the first three (3) hours of the following business day.

12. SERVICE REQUEST DOCUMENTATION:

The Contractor shall furnish to the COR upon completion of each service call or service request. The service request shall include, as a minimum:

1. Date/time of service request

2. Name of USG personnel requesting service identify if a PM or Unscheduled Service Request

3. Date/time of response (sign-in)

4. Date/time of service completed

5. Equipment, model number, serial number of the malfunctioning equipment

6. Description of equipment malfunction repair effected

7. Replacement part nomenclature, model number and serial number.

8. The cost of each part replaced.

9. The number of hour(s) incurred when remedial maintenance services are provided.

10. Name of the technical representative performing the PM or remedial services.

13. LOCK OUT/ TAG OUT:

The Contractor will be responsible for LOCK OUT/ TAG OUT of all hydraulic and electrical systems prior to initiating work. The Contractor will be responsible for clearing all tags/ locks prior to returning equipment back to operational control of DLA employees.

14. ACCEPTABLE PERFORMANCE LEVELS (APLs):

a. APLs are the minimum performance levels of specific requirements which the Contractor achieve or risk having the United States Government (USG) consider performance unsatisfactory, which may result in monetary or other consideration from the Contractor.

b. While the Specification of an acceptable performance level does not allow the Contractor to knowingly provide defective service it recognizes that it may occur unintentionally. If performance does not fall below the specified acceptable level, the USG will not deduct for poor performance.

c. If performance falls below the specified performance level, consideration may be taken at the USG’s discretion. Decisions will consider the impact on the USG because of the failure to meet the performance requirement and the number of times the failure has occurred throughout the contract period.

d. Performance incentives for the Contractor will include, but are not necessarily limited to, favorable impact on option exercise decisions, future awards of the same requirement, and future awards of similar requirements by DLA Disposition Services as well as other USG and non-USG entities that may review performance of this contract.

Contractor not showing up at work site within 2 hours of scheduled arrival time.

Scale Equipment is not operational, or improperly calibrated following scheduled maintenance.

Work Invoiced higher than NTE pricing.

No violations of safe practices (Lock-Out Tag out, Hot Work, etc.)

5-100% consideration of the value of the cost

Repair part Labor invoices are reviewed with COR prior to submission for payment.

5-100% consideration of the value of the cost

15. CONTRACTOR EMPLOYEES:

a. The Contractor shall be responsible for furnishing their employees’ identification as required by the base installation to gain access to DLA Disposition Services Jacksonville.

b. Contractor employees shall display such identification as directed by the appropriate installation. All prescribed identification shall be delivered to the COR for cancellation upon the release of any employee. Badges are issued for a period of one year and shall be returned to the issuing pass office prior to renewal. Failure to return badges may constitute a delay in payment. The Contractor shall provide employee(s) name prior to any PM or remedial service visit.

c. The Contractor shall not employ any person who is a civilian employee of the USG, if the employment of that person would create or appear to create a conflict of interest. In addition, the Contractor shall not employ off-duty COR, or any person who is an employee of DLA. The Contractor shall not employ any relatives of USG personnel who have either direct or indirect association with the awarding or administration of this contract.

d. English is the specified standard for all oral and written communications regarding this contract. Contractor employees who are engaged in the servicing and maintenance of the specified equipment in must be able to understand oral guidance and read printed regulations with respect to detailed written orders, directives, training instructions and material, and traffic or other signs posted on DLA Disposition Services Jacksonville.

e. The Contractor shall be responsible for maintaining satisfactory standards of employee competency and conduct and taking such disciplinary actions with respect to Contractor employees as may be necessary.

f. The Contractor shall ensure that all personnel employed in the performance of this contract shall be United States citizens; or non-United States citizens who legally reside in the United States.

g. No Contractor employee will be permitted on DLA Disposition Services Jacksonville, compound when investigation reveals employee’s presence would be detrimental to the security of the installation or to the accomplishment of the work prescribed. The USG reserves the right to refuse to permit any Contractor employee to perform services under this contract who is not in compliance with requirements of this contract. In such cases, the KO/COR will advise the Contractor of the reason for requesting an employee’s removal or withdrawal of authorization to enter DLA Disposition Services Jacksonville facility.

h. The Contractor’s employees shall be on DLA Disposition Services Jacksonville premises only for contractual duties and not for other non-contractual purposes. Contractor’s employees are subject to USG standards of conduct stated below.

i. Clothing, personal grooming, and personal cleanliness standards apply to Contractor’s employee’s while they are working on USG property.

16. PERMITS:

The Contractor shall, without additional expense to the USG, be responsible for obtaining any necessary licenses and/or permits, and for complying with any applicable Federal, State, and local laws, codes and regulations in connection with the performance of this contract. This includes acquiring any required permits or registration necessary to operate on the installation listed in this contract.

17. DLA DISPOSITION SERVICES ENVIRONMENTAL MANAGEMENT SYSTEM (EMS):

DLA Disposition Services (DLADS) implemented an Environmental Management System (EMS) in accordance with ISO 14001:2015(E), DOD, and DLA requirements at all appropriate DLADS facilities. An EMS is an overall management system that includes organizational structure, planning activities, responsibilities, practices, procedures, processes, and resources for developing, implementing, achieving, reviewing, and maintaining the environmental policy of an organization. The DLADS EMS is designed to ensure that all personnel, including contract personnel, whose work activities can cause real or potential significant environmental impact, are aware of how their work supports the EMS and are competent to perform their roles, responsibilities and authorities while supporting the DLADS mission. The DLADS EMS program is explained in the agency EMS Core Instruction. Site supplements may detail information required by EMS at a local level such as local, state and host environmental regulations as well as local emergency procedures and operating procedures unique to the location. Site supplements also contain information concerning the local interaction between the appropriate DLADS tenant facility and the DOD/DLA host facility EMS program. Contractors and their personnel are required to be aware that each appropriate DLADS facility has an EMS and to be aware of EMS policies to perform work and/or gain access to an installation. Each DLADS facility maintains EMS awareness posters that identify the DLADS Environmental Management Representative (EMR) and host facility EMR for specific guidance concerning an individual facility’s EMS program. Contractors may request current copies of EMS information identified in this Section by contacting the local COR.

18. SPILL RESPONSIBILITY:

a. The Contractor is solely responsible for all spills or leaks during the performance of this contract, which occurs because of, or is contributed to by the actions of its agents, employees, or subcontractors. The Contractor shall clean up such spills or leaks to the satisfaction of the USG in a manner that complies with applicable Federal, state, and local laws and regulations. The clean-up shall be at no cost to the USG. The Contractor shall report all such spills or leaks, regardless of their quantity, to the COR and KO immediately upon discovery. A written follow-up report shall be submitted to the COR and KO not later than twenty-four (24) hours after the initial telephonic report. The written report shall be in narrative form, and as a minimum shall include the following:

1. Description of item spilled (including identity, quantity, etc.).

2. Whether amount spilled is EPA/state reportable, and if so, whether it was reported. Exact time and location of spill including a description of the area involved.

3. Containment procedures initiated.

4. Summary of any communications Contractor has with press or USG officials other than the KO.

5. Description of clean-up procedures employed or to be employed at the site including disposal location of spill residue.

6. Description of item spilled (including identity, quantity, etc.).

19. CONTRACTOR INSURANCE:

Contractor will be responsible for providing proof of insurance (CERTIFICATE OF LIABLILITY INSURANCE) for the minimum coverages cited in FAR 52.228-10 listed in clauses/ provisions for the duration that this contract remains in effect.

20. CONTRACT TERMS AND CONDITIONS-COMMERCIAL ITEMS:

a. Replacement parts shall be itemized by the manufacturer’s part number/ description and billed as separate items on the Contractor’s invoice. Parts or components damaged by the Contractor shall be repaired or replaced at the expense of the Contractor to the satisfaction of the COR.

b. A copy of the invoice for the parts/supplies shall be submitted to the KO or COR for payment verification. Invoices for repair services where parts’ pricing is separate from labor hours shall be documented by a list citing the OEM part number or authorized substituted item to include nomenclature, quantity used, and price.

c. Upon request all worn or deteriorated parts recommended for replacement may, be physically examined by the KO or COR prior to actual replacement. Worn or deteriorated parts shall be returned to the KO or COR, unless the replacement part is predicated upon an exchange basis with the part being replaced, or unless an acceptable monetary credit is provided to the USG by the Contractor.

d. Freight costs associated with the shipment of parts for Unscheduled Service Calls will be reimbursed by the USG. Freight costs shall be included with the cost of the parts or as separate items. In either case, the costs will be paid under the line items for Repair Parts. If other than normal expediency and mode of transportation, the Contractor shall obtain the signature of the COR on the service/work order ticket approving such shipment. The Contractor shall have the part shipped by the most cost-effective method.

21. TASK ORDERS:

a. The KO may issue funded TOs for extended periods of time under which the USG may place orders orally or in writing. The Order Limitations clause FAR 52.216-19 applies to each TO. Only the KO and COR may authorize work under these orders. At the beginning of the contract, and as needed, the Contractor shall designate to whom the TOs will be issued. The Contractor may bill against the funded TO as work is performed throughout the contract period. Under these types of TOs, the Contractor shall perform work when specifically requested by the KO or COR.

b. When oral TOs are placed against the funded TO, an estimated dollar value will be established between the parties making the TO. The Contractor shall not exceed the TO cost without prior notification to and approval of the COR or KO. In no case, shall the total cost exceed the funded TO without prior written notification to, and approval of, the KO. After performance of the TO, the Contractor shall submit an invoice against the TO. The amount of funds available under the funded TO will decrease by the amount spent on the TO.

22. CONTRACTOR MANPOWER REPORTING:

a. Contractor shall report all Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Defense Logistics Agency 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.

b. Reporting inputs will be for the labor executed during the period of performance during each USG fiscal year (FY), which runs October 1 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 2014. The contactor may direct questions to the help desk at: http://www.ecmra.mil.

23. PERIOD OF PERFORMANCE AND NOTIFICATION:

a. The base period of performance shall be one calendar year starting from the date of award. There are two twelve-month option periods.

b. Within ten (10) calendar days of contract award, the Contractor shall provide the KO and COR or his designated representative with a designated point of contact and shall make arrangements to enable its maintenance representative(s) to receive service calls. The Contractor’s representative shall check in with the COR prior to performing any service and after completing all services under this contract.

c. A copy of the appointment letter will be furnished to the Contractor. The COR 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 USG at the performance sites.

24. CONTRACT MINIMUM/MAXIMUM

This is a firm-fixed price indefinite quantity contract. The contract minimum shall be $1,000.00. The maximum shall be 150% of the estimated value of the contract. There is no contract minimum for any option period if included in the contract.