A1-LawnmowerPWS_Draft.docx

PERFORMANCE WORK STATEMENT (PWS)

CONSOLIDATED AND MATERIAL SERVICE CENTER (CMSC)

LAWN CARE EQUIPMENT REPAIR SERVICES

1. INTRODUCTION:

This requirement is for the Marine Corps Base (MCB), Camp Pendleton, Consolidated and Material Service Center (CMSC) office. The continuing need for the service of lawn care equipment utilized aboard MCB, Camp Pendleton. The CMSC office procures a wide range of equipment that is utilized for the maintenance and upkeep of lawns and to control weed and high grass growth along roadways. The Consolidated and Material Service Center (CMSC) office is ultimately responsible, and retains title to lawn care equipment utilized by the various maintenance centers spread throughout the base. Equipment is loaned out to the various maintenance facilities to assist with care and upkeep of the areas of responsibility for each maintenance facility.

2. SCOPE:

The purpose of this contract is to economically repair Government owned lawn equipment to original equipment manufacturer (OEM) operability and/or prepare unserviceable equipment for disposal. The contractor shall provide quotes/estimates and perform repairs requiring knowledge as identified in the manufacturer’s operator manual; checks and fills equipment fluid; boost starts equipment; picks-up parts from stores, delivery and pick-up to and from repair locations, to disposal by installing/removing fuels and providing certificate of cleanliness; cleans vehicles and shop areas, transport any and all hazardous materials from government installations and disposing of material in accordance with all federal, state and local EPA requirements; record hour meter readings and other vehicle information for record keeping and monitoring; manages tools and lawn mower equipment parts inventories.

CMSC currently operates John Deere, Exmark Lazer and Grasshopper riding lawnmowers. While these are the current lawnmowers, the contractor shall be responsible for any future Riding Lawnmowers, under CMSC’s responsibility for repair and disposal. The following information identifies the current equipment under CMSC’s area of responsibility for riding lawnmowers. These numbers are subject to change depending on newly procured riding lawnmowers and disposal of riding lawnmowers:

3. GENERAL REQUIREMENTS:

3.1 The contractor shall provide all personnel, Personal Protection Equipment (PPE), transportation, supervision, and non-personal services necessary to perform repair services as defined in this Performance Work Statement. Historical workload for performance locations is provided in Appendix 2 of the PWS. The quality of services provided shall be evaluated by an on-site CMSC representative to ensure contract services are being met on repairs, on-time delivery, and preparations for disposal.

3.2 Personnel. The Contractor shall provide qualified personnel within three (3) working days from the date of the Government’s written/verbal request/repair manifest. Personnel provided must possess a small engine repair certification with 2 or more years of experience in performing basic lawn care equipment maintenance as identified in lawn care equipment manufacturer’s operator manual.

4. TASKS:

4.1 Lawn Mower Evaluations. The Contractor shall conduct an equipment inspection/check when requested by the government representative.

4.1.1 The contractor shall provide a written estimate for each lawn mower requiring repair to the government representative for verification of cost effectiveness and authorization to proceed with repair.

4.1.2 Based on the estimate/quote, the government representative shall determine if the item is economical to repair before authorizing the lawn mower repair services.

4.1.3 The estimate shall include labor, parts and materials, and an estimated completion date.

4.1.4 The contractor shall only conduct repairs when a Task Order or modification has been issued by the Contracting Officer.

4.2 Lawn Mower Repairs. The Contractor shall perform service tasks such as checking/filling equipment fluid levels to include, but not limited to, fuel, engine oil, coolant, crankcase oil, transmission fluid, power steering fluid, and blade repairs.

4.2.1 The Contractor shall perform maintenance repairs as identified in the manufacturer’s operator manual that include, but are not limited to, replacing worn or broken items such as batteries, seats, blades, engines etc.

4.2.2 The Contractor shall maintain a clean work space.

4.2.3 All repairs shall be complete and meet OEM specifications.

4.3 Over and Above Parts and Materials. The Contractor shall provide a parts list in all quotes/estimates submitted to the Government. All parts and materials shall be reviewed to ensure fair and reasonable pricing.

4.3.1 The contractor shall provide in their quote the following:

4.3.1.1 Parts and materials shall be the lowest price available and shall include any discounts and/or rebates accrued to or for the Contractor. The Contractor shall provide current manufacturer price list to the Government to verify parts discounts.

4.3.1.2 The estimate shall include such items as the name of the part, manufacture of the part, the part number, the size, quality, quantity (number of units), and the unit prices.

4.3.1.3 The estimated lead-time for the delivery of the part to the Contractor is to be included.

4.3.1.4 The Contractor shall provide a statement of how the price for parts and materials are fair and reasonable. For Example, “Materials quoted have been compared to multiple vendors and the best price is provided to the Government.” or “The materials provided in the quotes hae been researched and provide for the best price for the government.”

4.3.2 The Contractor shall not assume that a task order will be issued, and shall not order parts or materials or proceed with any work until receipt of the task order.

The Contractor shall be responsible for all required tools, and consumable materials to complete each quote.

4.4 Disposal. Preparation for disposal means: draining or removing all fluids and hazardous materials from the equipment, including but not limited to draining or removal of oils, fuel, and filters, and providing a certification of cleanliness to the Base Property office.

4.4.1 Certification shall include the make/model and serial number of the equipment.

4.4.2 In the event that the equipment is rejected by the Defense Logistics Agency Disposition Services (DLADS) (formerly known as Defense Reutilization and Marketing Office). The contractor shall re-clean and recertify the equipment until it is accepted by DLADS at no additional cost to the government, with no Contractor claim or request for equitable adjustment.

4.4.3 The contractor shall transport any and all hazardous materials from the government installation and dispose of in accordance with all federal, state, and local requirements.

4.4.4 Transportation and disposal of waste material shall be included in the quoted price in the Disposal CLIN (CLIN 0004 and associated option CLINs) and shall NOT be an additional charge to the government.

5 DOCUMENTATION, INSPECTION AND INVOICING:

5.1 Documentation. Base CMSC, shall identify equipment in need of repair/disposal and create a manifest.

5.1.1 The manifest shall contain, at a minimum, the make, model, and serial number of the equipment being sent to the contractor for repair/service. The manifest shall be sent to the contractor for quote/estimate. The manifest shall be dated and approved by an identified government official.

5.1.2 The contractor shall acknowledge receipt of equipment by signing and dating the approved manifest.

5.1.3 The contractor shall provide personnel to perform quote/estimate per manifest and provide copies to the Contracting Officer Representative (COR) / Quality Assurance Evaluator (QAE) for review/assessment and approval.

5.1.4 The contractor shall start repairs/services within 48 hours, once authorization of quote/estimate is provided by CMSC.

5.1.5 The contractor shall return complete groups of work per manifest upon completion of repairs. (i.e. if ten units are manifested and received from the government, the same ten units shall be returned to constitute a completed group)

5.1.6 The contractor shall provide a cost breakdown for each unit within the group.

5.1.7 The cost breakdown shall be a detailed report of hours expended and the associated billable amount for those hours, parts installed/used and the associated billable amount for those parts, pick-up/transportation cost, and/or disposition preparation cost.

5.1.8 Each detailed report shall also display the grand total.

5.2 Final Inspection. CMSC shall ensure that the units being returned constitute a complete group that was received by the contractor.

5.2.1 If a complete group is not returned, the group shall be rejected by the TPOC. Base CMSC, shall inspect each unit of a complete group and provide inspection results to the COR.

6 KEY PERSONEL:

6.1.1 The Contractor shall designate a primary point of contact (PPOC) and an Alternate Point of Contact (APOC) to communicate work assignments and staffing to all sites as indicated by the work requests.

6.1.2 The names of the Primary and Alternate Points of Contact shall be designated in writing and submitted to the Contracting Officer Representative (COR) within five (5) days of awarded contract. If any changes occur to the PPOC/APOC the TPOCshall be notified within one (1) working day.

6.1.3 The PPOC shall be responsible for the supervision of Contractor Personnel, shall investigate any complaints from Government customers and take corrective actions to remedy any deficient behavior of Contract Personnel. The results of any corrective measures or disposition of any inquiries shall be annotated on the monthly Status Report.

6.1.4 The PPOC shall instruct and ensure that Contractor Personnel utilize the proper manuals and Government provided guidelines for the effective and safe execution of assigned tasks.

6.1.5 The PPOC shall submit a Status Report within five (5) days of receiving the mower and once (1) a month therein after to the COR , reporting activity at each site, to include:

· Number of actions assigned

· Number of actions completed

· Number of actions incomplete

· Number of man-hours assigned

· Number of man-hours complete

· Number of complaints

· Number of incidents resulting in injury/damage to personnel or equipment.

6.1.6 These numbers shall be reported by site and summarized in a roll-up section. The PPOC shall provide any supporting documentation as required to validate reported incidents.

6.1.7 The PPOC shall be responsible for ensuring Contractor compliance with the requirements of this contract.

6.1.8 The PPOC shall ensure that all Contractor personnel sign in when reporting to CMSC for work and sign out when leaving at the end of the work period.

6.1.9 All hours worked at each CMSC site shall be accounted for by the PPOC.

7 DELIVERABLES:

Deliverables shall be submitted to the COR (or other specified Government recipients) as identified in the table below. Deliverables shall be provided in Contractor preferred format (unless otherwise specified below). In most cases, electronic submission via email is the preferred method of transmission.

8 Performance Requirements Summary:

Performance Objective

PRS # 1.

Provide personnel to perform lawn care equipment services

PRS # 2

Designate capable individual(s) to act as the contractor’s representative(s).

PRS #4

All repairs shall be complete.

No more than 5 incidents of not providing quality service in a 1 month period.

No more than 4 incidents of not providing quality service in a 1 month period.

Random sampling. Validated customer complaints

PRS#5

Personnel shall adhere to all safety and environmental standards.

Random sampling.

Validated customer complaint.

9 SAFETY REQUIREMENTS:

9.1 Safety/Environmental. All Contract Personnel shall adhere to safety and environmental standards in accordance with Marine Corps, DoD, Federal, State, and local regulations. The Contractor shall abide by all applicable regulations, publications, manuals, and local policies and procedures identified in Attachment 1. CMSC’s Safety Officer and Environmental Protection Specialist shall provide guidance to Contractors as needed.

9.2 The Contractor shall adhere to OSHA Standards for General Industry (29 CFR, 1910) to provide a safe and healthful operational and working environment for all personnel. Each individual shall be required to identify and manage risk and maintain a safe and healthful work environment. CMSC’s Safety Officer shall provide information on safety policies to Contractor personnel at each site. If a Contractor violates a safety policy, the Government supervisor shall address the incident with the PPOC for immediate remediation. Compliance with safety policies shall be utilized as a performance indicator for the contractor according to the Performance Requirements Summary.

9.3 The Contractor must comply with all Federal regulations with regards to reporting injuries and maintaining the 300 Log for all required recordable/reportable injuries in accordance with OSHA 29 CFR 1904. Once the incident is reported, OSHA shall provide the Contractor with the OSHA Notice/Deficiency/Violation Notice, which shall have to be posted at the specific work site where the affected Contractor works for 30 days or until the deficiency is corrected. The PPOC shall notify the CMSC Safety Officer in the event of any accident, injury, death, property damage, or incident affecting a third party, in which the Contractor’s operators are involved. The PPOC shall be responsible for submitting written accident/incident reports to the CMSC Officer within 24 hours so that the installation’s Safety authorities can conduct an investigation. In the case of death, the PPOC shall report the incident to the Safety Officer within 8 hours. The installation’s Safety authorities shall conduct an investigation for the sole purpose of rectifying deficiencies in order to minimize or eliminate hazards. CMSC shall retain records of such incidents for a maximum of 12 months. The Contractor shall be responsible for handling all compensation matters as applicable.

9.4 All Contractor personnel shall adhere to 40 Code of Federal Regulations (CFR), California Code of Regulations (CCR) Title 22 and local policies and Best Management Practices to ensure compliance with Environmental protection programs. These policies include HAZMAT and HAZWASTE handling and Storm Water Pollution prevention. CMSC’s Environmental Protection Specialist shall provide this information to Contractor personnel at each site. If a Contractor violates an environmental practice, the Government supervisor shall address the incident with the PPOC for immediate remediation. Compliance with environmental policies shall be utilized as a performance indicator for the contractor according to the Performance Requirements Summary.

9.5 Contract Personnel shall attend required meetings regarding OSH and Environmental Protection matters.

10 PERIODS OF PERFORMANCE:

The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years.

10.1 Business Hours. The Contractor shall be available, between the hours of 7:00 AM and 3:30 PM, Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

10.2 Holidays. The Contractor is not required to perform services on the Federal holidays listed below:

Independence Day

11 QUALITY CONTROL:

The Contractor shall develop, provide, and maintain an effective Quality Control Program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s Quality Control Program is the means by which he assures himself that his work complies with the requirement of the contract. The QCP shall be delivered with the contractor’s proposal. Three (3) copies shall be submitted within 5 working days when changes are made thereafter. After acceptance of the Quality Control Plan the Contractor shall receive the Contracting Officer’s acceptance in writing of any proposed change to his QC system.

12 GOVERNMENT FURNISHED ITEMS AND SERVICES:

12.1 The Government shall provide work spaces for the performance of this contract, as needed.

12.2 The Government shall provide all utilities in the facilities for contractor’s used in performance of tasks outlined in PWS. The Contractor shall instruct employees in utilities conservation practices. The contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment.

12.3 The Government shall provide Department of Defense (DoD), Department of The Navy (DoN), and Marine Corps Standard (SF) forms, catalogs, manuals, instructions, publications, material identification data and other related Government documentation necessary for the performance of these services. At the Government’s discretion, data may be provided to the Contractor on CD or electronic media.

13 CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

13.1 The Contractor shall provide transportation, supervision, and non-personal services necessary to perform automotive and mobile equipment service as defined in this Performance Work Statement.

13.2 The Contractor shall provide Personal Protective Equipment for Contractors, including but not limited to safety glasses, safety shoes, hard hats and ear plugs. CMSC’s Safety Officer shall provide information and guidance to Contractors as needed.

1. 29 Code of Federal Regulations (CFR) – OSHA Standards for General Industry

2. MCO 5100 – Marine Corps Order for Occupational Safety and Health program

3. 40 Code of Federal Regulations (CFR) – Environmental Protection Best Management Practices

4. California Code of Regulations (CCR) Title 8 – Emergency Response Procedures

5. California Code of Regulations (CCR) Title 22 – Hazardous Waste Best Management Practices

6. MCO P 5090.3a – Marine Corps Order for Hazardous Waste Best Management Practices

7. BO 5090.7 – Camp Pendleton Order for Hazardous Waste Best Management Practices

8. MCO 5530.14A Ch.3 Section 3005 – Key/Lock Security and Access Control