Machine Coolant Maintenance SOW.pdf

Performance of Work Statement for the Continual Maintenance of Machine Coolant

1. Introduction: The requiring activity is for Norfolk Naval Shipyard (NNSY), Portsmouth, Virginia. NNSY currently requires a firm, fixed price contract for Continual Maintenance of Machine Coolant.

2. Performance: The contractor shall provide all technicians, procurement, handling, management functions, transportation, equipment, parts, tools, materials, supervision and all other items / services necessary to perform on-site continual maintenance of machine coolant for all equipment listed in Appendix A.

3. Place of Performance: All services shall be accomplished inside buildings located within the Controlled Industrial Area (CIA) at NNSY (Norfolk Naval Shipyard, Portsmouth, VA 23709). If additional equipment is added to the contract, additional buildings may be added as well. All buildings are less than one mile apart and shall consist of the following:

3.1. 163

3.2. 171

3.3. 202

3.4. 234

3.5. 510

3.6. 1505

4. Period of Performance: The Period of Performance will be 12 months, and the Period of Performance reads as follow:

4.1. 1 Year

5. Equipment Specifications: Contractor shall perform continual maintenance of machine coolant for all equipment listed in Appendix A.

5.1. During the term of this contract, the Government may remove or replace obsolete or unrepairable equipment or add additional IPE (of similar type and manufacturer) not to exceed 200 pieces of equipment. The inventory list will be updated to address any added or replaced equipment and will be provided to the contractor via contract modification. Pricing adjustments, if any, will be addressed at time of modification to ensure all equipment to be serviced has full coverage under the contract.

6. Contractor Responsibilities:

6.1. Coolant: Shall be HOCUT 795 manufactured by Houghton International or equivalent.

6.1.1. Contractor shall utilize coolant with all of the following qualities:

6.1.1.1. Resistant to microbial degradation of the fluid

6.1.1.2. Compatible with hard water

6.1.1.3. Bio-stable

6.1.1.4. Reduces the need for antimicrobial agents

6.1.1.5. Low foaming

6.1.1.6. Protects against corrosion

6.1.1.7. Lubricates ways and indexing mechanisms

6.1.1.8. Increases tool life

6.1.1.9. Has a minimum 6 month shelf life

6.1.2. Contractor shall provide knowledgeable and experienced coolant management personnel to fulfill the contract’s objectives and duties, including machine-operating skills necessary to drain, circulate and recharge coolant reservoirs.

6.1.3. Contractor shall identify personnel to be trained by Code 106 as Environmental Coordinators (ECs), primary and alternate at no expense to the contractor. The trained ECs will process non-hazardous and hazardous waste as directed by NNSY Code 106 OSHE Program Manual Chapters II-38 and II-45. Copies of these manuals are available upon request.

6.1.4. For sampling, the contractor’s ECs shall provide sampling request forms to NNSY Code 106 as directed by NNSY Shop 31. Sampling shall be performed in the bulk container provided by NNSY Code 106. The purpose of this sampling is to ensure the “waste stream” has not changed.

6.1.5. Contractor shall provide 500 gallons (minimum) of premixed coolant to shop personnel for emergent coolant use during peak work operations and weekends.

6.1.6. Contractor will meet with applicable NNSY representative to discuss and resolve coolant maintenance issues on a monthly or as-needed basis.

6.1.7. Contractor shall be responsible for circulating the coolant for one (1) hour bi-weekly on equipment designated by NNSY as low usage (Not to exceed 15% of total machines listed in Appendix A).

Note: Circulating coolant is only necessary if HOCUT 795 is not utilized.

6.1.8. Contractor shall provide and own all coolant inventory (utilized coolant for services) and related products.

6.2. Forklift: Forklift operator shall always have a spotter.

6.2.1. Per NNSY OSHE, forklift operation is required a spotter with a whistle while in transits.

6.3. Coolant Cleaning: Any additional machines added to the coolant maintenance program shall be cleaned to meet the following criteria.

6.3.1. Contractor shall remove all coolant, waste liquid and applicable materials as they are generated.

6.3.2. Contractor shall utilize the cleaning procedure in accordance with (IAW) Section 6.3 of this SOW to remove swarf and debris from machine sumps, return trenches, oil pans, chip conveyors, and filtration units.

6.3.3. Contractor shall use a primary cleaning agent (CIMCLEAN 30 or equivalent) with the following qualities (minimum):

6.3.3.1. Capable of being mixed with water or machine lubricants

6.3.3.2. Inhibits corrosion to machine internals

6.3.3.3. Has anti-bacterial properties

6.3.3.4. Can be used as a concentrate or can be used as a mixture with water

6.3.3.5. Must be 100% miscible (soluble in water)

6.3.3.6. Able to use as a cleaner when mixed with water

6.3.3.7. Able to be mixed with machine fluids during shutdown in concentrated form

6.3.3.8. Must be able to remove bio-films, dirt, grit, chip-deposits, insoluble soaps and oils from central systems and sumps

6.3.3.9. Must be compatible with systems made of ferrous metals

6.3.3.10. Protect machine parts from rusting during the cleaning process

6.3.3.11. Can be used in power washers and steam cleaners

6.3.4. Once clean, contractor shall charge machine coolant system completely with virgin coolant (5 – 7% of the utilized coolant for non-nuclear machinery or 10% for nuclear machinery).

6.3.5. Contractor shall circulate the coolant through the machine system to ensure proper mix and operation.

6.3.6. Contractor shall properly package and label regulated / hazardous waste so that it can be turned over to NNSY Code 106 via the EC for proper disposal. Contractor shall turn in all waste as described in NNSY Code 106 OSHE Program Manual Chapters II-38 and II-45.

6.3.7. Removal of used coolant, cleaning and recharging of new coolant shall be accomplished within eight (8) hours on each machine to prevent rust formation on critical machine components.

Note: The coolant cleaning portion of this service is a one-time requirement for additional machines only. Coolant cleaning shall be accomplished within a four (4) week period, start to finish. The contractor shall coordinate with the shop representative to schedule a machine cleaning and coolant change-out. The shop reserves the right to request a change of the schedule based upon unforeseen workload requirements.

6.4. Coolant Cleaning Procedure:

6.4.1. Remove all swarf and debris from sump; return trenches, oil pans and filtration units.

Note: The term “swarf” is defined as fine chips or filings of stone, metal, or other material produced by a machining operation. i.e. – a curl of metal swarf.

6.4.2. Add one (1) gall of the utilized machine cleaner per 50 gallons of dirty coolant (MUST BE

APPROVED BY NNSY SHOP 31 PRIOR TO USE).

6.4.3. Circulate for four (4) hours through ALL coolant line. Brush all trenches and filter elements, scrub machine, oil pans and exposed surfaces.

6.4.4. When physical cleaning is complete, drain the metal working cleaner from the system.

6.4.5. Fill to capacity with fresh water to remove all traces of cleaner.

6.4.6. REMOVE ALL RINSE WATER.

6.4.7. If rinse water is exceptionally dirty, rinse a second time. Lack of thorough cleaning will cause coolant to become rancid and require re-clean and fresh charge of coolant.

6.5. Coolant Maintenance:

6.5.1. Contractor shall provide services and resources to maintain coolant levels in all equipment listed in Appendix A.

6.5.2. Contractor shall develop and utilize the weekly monitoring procedure IAW Section 6.5. This procedure will be applied to each machine on a weekly basis as a minimum.

6.5.3. Contractor shall develop and utilize a clean-out data sheet (CDRL A001) for each machine to include the following:

6.5.3.1. Date service was accomplished

6.5.3.2. Whether tramp oil was removed and approximate quantity

6.5.3.3. Initial refractometer reading

6.5.3.4. Whether water or concentrate was added in order to achieve desired coolant concentration

6.5.3.5. Final refractometer reading

6.5.3.6. Service representative signature who performed the work

Note: Contractor shall ensure the monitoring results listed in the data sheet are attached to each machine for inspection purposes

6.5.4. If HOCUT 795 is not utilized as the coolant, contractor shall additionally track coolant performance IAW Sections 6.6, 6.7, and 6.8.

6.5.5. Contractor shall remove all waste liquid seven (7) materials generated during the execution of the duties associated with this contract.

6.6. Weekly Monitoring Procedure:

6.6.1. Skim Tramp Oil etc. from coolant

6.6.2. Check refractometer

6.6.3. Non-Nuclear Machinery:

6.6.3.1. If refractometer is above 7% concentration, fill sump with water to capacity

6.6.3.2. If refractometer is below 5% concentration, fill sump from Charge Buggy with 1% premix to capacity (1% premix subject to change)

6.6.4. Nuclear Machinery:

6.6.4.1. If refractometer is above 10% concentration, fill sump with water to capacity

6.6.4.2. If refractometer is below 10% concentration, fill sump from Charge Buggy with 1% premix to capacity (1% premix subject to change)

6.6.5. Re-check refractometer and record readings

6.6.6. If still below 5% (non-nuclear) or 10% (nuclear), add concentrate ONLY

6.6.7. Re-check refractometer and record all readings on data sheet

6.7. Coolant Performance Metrics:

6.7.1. Contractor shall pull a coolant sample for laboratory analysis bi-weekly.

6.7.2. Contractor shall evaluate each laboratory analysis bi-weekly (with the Government) for at least two months, then determine if analysis can go to monthly monitoring.

6.7.3. Contractor shall NOT utilize fungicide to control fungus level(s).

6.7.4. Coolant analysis (CDRL A002) shall include a minimum of the following:

6.7.4.1. Customer

6.7.4.2. NID#

6.7.4.3. Product

6.7.4.4. Date Charged

6.7.4.5. Capacity

6.7.4.6. Recommended Contraction %

6.7.4.7. Date Sample Taken

6.7.4.8. Date Sample Received

6.7.4.9. Actual Concentration

6.7.4.10. pH Level

6.7.4.11. Tramp Oil

6.7.4.12. Bacteria Level

6.7.4.13. Fungi Level

6.7.4.14. Running Charge of Contraction & pH Level

6.7.4.15. Recommendations

6.8. Coolant Recycling Criteria:

6.8.1. The following details the recycling criterial for Bacteria and Fungi.

6.8.2. Desired concentration range is 5-7% for non-nuclear machinery and 10% for nuclear machinery.

6.8.3. When the coolant recycling standards fall out of the specified acceptable range the contractor shall remove the old coolant and provide replacement coolant or recycle the old coolant using the coolant recovery machine located in NNSY Shop 31.

Note: Contractor shall be responsible for the maintenance and upkeep of the coolant recovery system

Bacteria

Problem Action Recycle Criteria

10,000 biweekly Monitor closely; Add concentration if needed

None

10,000,000 biweekly Add concentration to return to desired concentration range

If 2 consecutive biweekly readings occur and the concentration within the desired concentration range

Fungi

Problem Action Recycle Criteria

100 biweekly Monitor closely; Add concentration if needed to return to desired concentration range

None

100 biweekly Add concentration to return to desired concentration range

If 2 consecutive biweekly readings occur and the concentration is within the desired concentration range

6.9. Coolant Recharging Criteria:

6.9.1. The following details the recharging criterial for Bacteria and Fungi.

6.9.2. Desired concentration range is 5-7% for non-nuclear machinery and 10% for nuclear machinery.

Bacteria

Problem Action Recycle Criteria

10,000,000 biweekly Add concentration to return to desired concentration range

If 3 consecutive biweekly readings occur and the concentration within the desired concentration range

Fungi

Problem Action Recycle Criteria

100 biweekly Add concentration to return to desired concentration range

If 3 consecutive biweekly readings occur and the concentration is within the desired concentration range

7. Quality Assurance (QA): The Government shall evaluate the contractor’s performance under this contract IAW the Quality Assurance Surveillance Plan (QASP). This QASP (see Appendix B) is primarily focused on what the Government must do to ensure that the contractor has performed IAW the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) (defect rate(s)).

8. Shipyard Responsibilities: The shipyard shall be responsible for the following.

8.1. NNSY shop 31 will monitor the need for waste containers. The Shipyard will provide bulk containers as well as non-bulk Performance Oriented Packaging (POP) as approved by the Government for collection, storage, and disposal of non-bulk hazardous waste if required.

8.2. NNSY will provide familiarization training on the machine coolant systems.

8.3. NNSY will provide the contractor mutually agreed upon lockable storage space for coolant / supplies on the first floor of NNSY Building 171 adjacent to the coolant recovery system and a satellite accumulation area for the hazardous waste is applicable. Contractor shall be responsible for maintaining these areas in a neat and orderly fashion.

8.4. NNSY will notify the contractor within 24 hours of contaminating coolant with phenolic, rubber, etc. to request coolant change-out. (Not to exceed six (6) requests or 200 gallons per year).

9. Certification of Work Requirements: The COR shall verify that quality of services are accomplished IAW Section 7 and Appendix B of this PWS after each service is complete.

10. Safety or Security: Contractors shall abide by the rules of NAVSHIPDNOR M-11450.4B Material Handling Operations for forklift safety operations. Also, contractors must secure access to the CIA and provide their own Personal Protection Equipment (PPE). “Per FAR 22.102-1(a) entitled ‘Safety’, Contractors are hereby informed that their employees or representatives present on property under Norfolk Naval Shipyard cognizance must follow Federal and State OSHA requirements; Norfolk Naval Shipyard OSHE Program Manual, NAVSHIPYDNORINST P5090.2 requirements; OSHE Control Manual (OSCHECM) requirements; or safety requirements for site specific location of the contract.”

"Per FAR 22.102-1(a) entitled "Safety", Contractors are hereby informed that their employees or representatives present on property under Norfolk Naval Shipyard cognizance must follow Federal and State OSHA requirements OSHE OSHECM Chapter Hazardous Energy Control (HEC) requirements or safety requirements for site specific location of the contract.

a) Contractors and Non-NNSY Government Agencies (NNGAs) are hereby informed that their employees or representatives present on property under Norfolk Naval Shipyard (NNSY) cognizance must adhere to Federal OSHA requirements for hazardous energy control IAW 29 CFR 1915.89 and must follow Hazardous Energy Control (HEC) procedures as identified in NAVSEA’s Occupational Safety, Health, and Environment Corporate Manual (OSHECM) Chapter 250 (latest revision), when performing work under NNSY contract. All HEC work to be performed by Contractors and NNGAs requires that NNSY Technical Points of Contact (TPOCs) and/or Contracting Officer’s Representatives (CORs) be notified of the HEC scope of work prior to starting work. Any changes or deviations in the initial scope of HEC work requires the NNSY TPOCs and/or CORs be informed of the change/deviation. Appendix 250.B-1 through B-3 of OSHECM Chapter 250 for multiple employer work identifies when Contractors and NNGAs are required to assign their Lockout/Tags-Plus Coordinator (LOTC) to coordinate HEC work with the cognizant NNSY LOTC. HEC locks shall be provided by the contractor or NNGA for their employees use. The HEC locks shall have red bodies with name labels or name tags affixed, identifying who installed the HEC lock(s) and a point of contact telephone number. HEC lock name labels and tags must be made of materials that will hold up to the environment to which they are exposed. HEC tags used for Tags-Plus HEC work shall be provided by the cognizant NNSY LOTC to the contractor or NNGA for their use if machinery, equipment, or systems (MES) cannot be locked out. OSHECM Chapter 250 Tags-Plus procedures will be strictly followed.

b) Contractors and NNGAs may obtain electronic copies of OSHECM Chapter 250 (latest revision) and access the OSHA 1915.89 web site by using the following link to NNSY’s public access web site:

http://www.navsea.navy.mil/shipyards/norfolk/default.aspx.

c) Names and contact information for NNSY LOTCs and/or the Building Monitor will be provided by NNSY TPOC and/or Contracting Officer Representative set forth elsewhere in this award document.”

11. Facility Entry Requirements:

11.1. Initial Base Entry: 30 days before arrival, contractor shall provide SECNAV 5512 data on all personnel expected to visit NNSY. Personnel visiting NNSY must be U.S. citizens. The TPOC shall provide SECNAV 5512 forms upon request. The TPOC will endorse the SECNAV 5512 form and forward to the NNSY Pass Office. Personnel having existing valid base passes will be exempt from this requirement.

Existing base passes must be valid for the duration of the expected visit.

11.2. Vehicle Entry: The company name shall be displayed on each door of the Contractor’s vehicles in a manner and size that is clearly visible. All vehicles shall display a valid state license plate that complies with State Vehicle Code. Vehicles shall meet all other requirements of the State Vehicle Code, such as safety standards, and shall carry proof of insurance and state registration. Insurance and registration must be in the company’s name. Passes will be issued for vehicles to enter the shipyard. A separate pass is required for entering the CIA.

11.3. Portable Electronic Device (PED): IAW CONSUBLANT/COMSUBPACINST 2075.1C, the use of PEDs while in or on Department of Navy Controlled Industrial Areas are prohibited. A PED is defined as any non-stationary electronic apparatus with singular or multiple capabilities of, but not limited to recording, storing, and/or transmitting data, voice, video, or photo images e.g.: cell phones, laptops, tablets, and wearable devices such as fitness bands and smart watches. Non-camera cell phones are acceptable (feature phones). Where a laptop computer is required for troubleshooting and machine programming purposes, contractor must inform TPOC 2 weeks prior to visit to allow time to schedule inspections and vetting from NNSY IT department.

12. Defense Biometric Identification Systems (DBIDS) for Installation Access:

Any new contractor, vendor or supplier requesting base access AFTER 31 May 2017 will be required to obtain a DBIDS credential. NCACS credentials will no longer be issued.

Only DBIDS credentials will be issued to ALL contractors, vendors and suppliers seeking base access AFTER 14 August 2017.

Defense Biometric Identification System (DBIDS) increases installation security and communications by receiving frequent database updates on changes to personnel/credential status, law enforcement warrants, lost/stolen cards, and force protection conditions. The system provides a continuous vetting anytime the DBIDS card is scanned at an installation entry point.

If you currently have a Navy Commercial Access Control System (NCACS) card, the following is required to get a DBIDS credential:

• Present your NCACS Card and a completed copy of the SECNAV FORM 5512/1 to the base Visitor Control Center representative.

• The VCC will pull up your information in the computer, ensuring all information is current and correct.

• Once your information is validated, a temporary DBIDS credential is provided.

• Your temporary credential will have an expiration date, prior to which you will need to obtain your permanent DBIDS credential (~ 90 days).

http://www.navsea.navy.mil/shipyards/norfolk/default.aspx

• For each additional U.S. Navy installation to which you need access, the first time you visit you only need to bring your DBIDS credential and statement of purpose for base access when arriving at the Visitor Control Center.

• The representative will enter base access authorization and then you may proceed to work. If you do NOT have an NCACS Card, the following is required to obtain a DBIDS credential:

• Present a letter or official document from my government sponsoring organization that provides the purpose for your access.

• Present valid identification, such as a passport or Real ID Act-compliant state driver's license.

• Present a completed copy of the SECNAV 5512/1 form to obtain your background check.

• Upon completion of the background check, the Visitor Control Center representative will complete the DBIDS enrollment process, which includes your photo, fingerprints, base restrictions, and several other assessments; after all this is done, you will be provided with your new DBIDS credential.

• You may now proceed to work.

FOR ADDITIONAL QUESTIONS ABOUT OBTAINING A DBIDS CARD, CONTACT YOUR LOCAL

BASE

VISITOR CONTROL CENTER. INFORMATION IS ALSO PROVIDED AT:

www.cnic.navy.mil/om/dbids.html

One-Day Passes. Participation in the DBIDS is not mandatory, and if the Contractor chooses to not participate, the Contractor's personnel will have to obtain daily passes, be subject to daily mandatory vehicle inspection, and will have limited access to the installation. The Government will not be responsible for any cost or lost time associated with obtaining daily passes or added vehicle inspections incurred by non-participants in the

DBIDS.

13. Authorization of Additional Work:

Any additional work outside the scope of this contract/purchase order shall have written authorization from the Contracting Officer prior to executing any additional work. Any work performed without the written authorization of the Contracting Officer shall be considered “At-Risk” and the government will have no legal obligation to pay for the work performed.

14. Critical Time Constraints: The continual maintenance of machine coolant shall be performed between the hours of 7:20 am and 3:50 pm excluding any federal holidays. Time periods outside of these boundaries may be negotiated on a case-by-case basis.

http://www.cnic.navy.mil/om/dbids.html