MTM STATEMENT OF WORK REVISED.pdf

STATEMENT OF WORK

FOR

Machine Tool Maintenance, Optimization Repair Program and Chemical Shed Maintenance Program

Code S & Y

1.0 Introduction: This statement of work describes the requirement for contract services to be provided to code S and Y, at NASA Ames Research Center (ARC). The work to be performed includes services to maintain, repair, and provide an optimized program for machines. The services needed require a vendor that is factory-certified to service multiple machines that use Heidenhain controller and measuring devices in their operation. Historically, the machines have been maintained, evaluated and compensated using calibrated instrumentation on a rotational schedule at NASA ARC and as needed, machines were diagnosed and repaired at NASA ARC.

Scope of Work: The contractor shall provide required maintenance, repair and an optimization program, including emergency and unscheduled repair, for ARC Code S and Y machines. All maintenance & Linear Error Evaluation and Calibration (LEE&C) services will be awarded as Firm-Fixed Priced (FFP) Blanket Purchase Agreement (BPA) calls. All repairs and other calibrations will be awarded as Time and Materials (T&M) BPA calls. A complete list of machines to be maintained, evaluated, and/or repaired is listed in Appendix A. Machines not listed in Appendix A must be negotiated and bilaterally modified into the contract prior to any work being performed. The Contractor shall respond to all BPA calls and shall report financial performance on T&M calls and technical performance on all calls.

Technical Direction: The Contracting Officer’s Representative (COR) may be authorized to provide technical direction in accordance with the Statement of Work and the NF 1634, Contracting Officer’s Representative (COR)/Alternate COR Delegation.

The Contracting Officer’s Representative (COR) provides technical direction and technically monitors performance under each call, including formal acceptance and approval of contract deliverables. During performance of a call, the COR may provide direction to the contractor that approves technical approaches, solutions, designs, or refinements; redirects contract effort, shift work emphasis between work areas or tasks, require pursuit of certain lines of inquiry, fill in details, or otherwise serve to accomplish the contractual Statement of Work. Any technical direction must be within the scope of work stated in the contract and call. The COR does not have the authority to, and may not, issue any technical direction that (1) constitutes an assignment of additional work outside the SOW; and (2) Constitutes a change as defined in the contract clause entitled “Changes.”

2.0 Applicable Documents/Background: The contractor shall have established professional working relationships with the Original Equipment Manufacturer(s) (OEM) and dealers, Including Haas Factory Outlets to facilitate parts and repairs covered by factory warranties for all machines to be maintained, optimized, compensated, and repaired in Appendix A and B. Machine tools are to be evaluated and compensated for geometry and servo errors using calibrated instrumentation while adhering to following industry standards in accordance with OEM, NASA ARC, International Organization for Standardization (ISO), American Society of Mechanical Engineers (ASME), National Fire Protection Association (NFPA) and/or Occupational Health & Safety Administration (OSHA) specifications and standards as applicable.

Upon award, the contractor shall agree to have employees complete the following NASA equivalent training. These trainings shall include but not be limited to:

Forklift – only for employees who will need to operate a forklift.

Fall Protection

PPE

IT Computer Security Building specific BEAP Hazard Communication for Chemical Users Hazardous Waste and Spill Response Essentials Chemical Hygiene for Laboratories Any additional training requirements necessary for the spaces employees would need to work in.

Hazmat training shall include:

• BEAP

• Hazard Communication for Chemical Users

• Hazardous Waste and Spill Response Essentials

• Chemical Hygiene for Laboratories

• PPE

• Training requirements under 40 CFR 265.16 (POC: Timothy Pun and/or

Melanie Smith, JQ)

3.0 Contract Management: The purpose of Contract Management is to ensure that the following services are effectively managed and implemented to support all requirements covered in this Statement of Work.

Contractor shall:

• Provide a primary technical interface between contractor’s staff on each task and the associated Government Task Requestor.

• Provide qualified technicians to perform maintenance and repair services.

• Ensure technicians receive necessary technical certifications for performance of work, where required by Government regulations and policies or task requirements.

• Incur, in a timely and cost-effective manner, Other Direct Costs (ODCs) under task, when approved in advance and in writing by the CO and COR.

• Comply with all Government policies, regulations, and contractual requirements for all work performed under this contract.

• Comply with the health and safety requirements.

4.0 Description of Tasks/Technical Requirements:

Machine Maintenance and LEE&C:

4.1 Contractor shall, at minimum, clean, remove machine covers and inspect, lubricate and provide an optimized program for all machine mechanical & electromechanical systems and subsystems during machine maintenance and calibration. The systems include, but are not limited to, Coolant System, Hydraulic System, Pneumatic System, Lubrication System, Chiller System, Chip Removal System, Machine Enclosure, Axes, Spindle Heads, Automatic Tool Changer (ATC) and/or Turret, Electrical Enclosure, Operator Station and Safety Interlocks. Prior to maintenance and LEE&C, the contractor shall perform preliminary inquiries that include Operator Interviews, Functionality Tests, and Initial Metrology Evaluations. During the preventative maintenance of all lubrication and coolant systems the reservoirs/sumps/lines will be completely cleaned to purge lubrication and coolant systems with flight/space flight hardware approved cleaning agents and refilled with OEM approved/recommended lubrication oils and water-soluble cutting fluids to ensure flight space flight hardware is not contaminated. The vendor shall conclude all inspection and optimization programs with mechanical alignments. The contractor shall address minor repairs not requiring parts to be ordered by informing the COR via email of necessary repairs.

4.2 As part of the maintenance and LEE&C plan, all waste that is generated while performing maintenance and repairs shall be controlled, stored and labeled per the Ames requirements identified in Appendix D. The contractor shall also complete the NASA Form A (ARC749) and submit it to Code JQ in compliance with Ames Environmental Procedural Requirement, APR 8800.3, Chapter 4 (Appendix C) and EWi -5.2 Hazardous Waste Management (Appendix D). The contractor will coordinate with NASA Hazwaste program POC’s who will pick up the haz-waste. The contractor shall ensure its technicians that generate waste take the NASA Ames Hazmat waste generator training class annually.

The contractor should also submit a list of consumables that will be needed for upcoming preventative maintenance to the shop point of contact and the COR so that when the preventative maintenance begins, all required consumables are ready.

Contractors will coordinate with shop/lab technician POC’s to make sure consumables are on hand. Contractor will provide a quote for any additional consumables needed to complete the job.

Machine maintenance and LEE&C’s shall be completed per the rotational maintenance schedule in Appendix A.

4.3 Machine Repairs & other evaluation and compensation services: All repairs & other evaluation and compensation services shall be performed under the Time and Materials contract line item. Other evaluation and compensation services include those that need certification certificates. Repairs, evaluation and compensation services as defined above shall not allow for other direct costs. Other direct costs can be but are not limited to incidental services for which there is not a labor category specified in the contract, travel, and computer usage charges for work being performed at NASA ARC. Repairs that require specialized technicians or made at locations other than ARC, directed by the Contracting Officer, will allow other direct costs as agreed to in this contract.

The contractor shall first perform a repair diagnostic test on normal NASA ARC working days (Monday through Friday excluding federal holidays) in the presence of a technical representative within 24 hours of being notified. Notifications should come in the form of an email response that the company received the request with a scheduled priority of the next date available for service. If notification of the next scheduled priority of the next date available for service is not received via email within 24 hours a 3% penalty will occur for each repair identified. All repairs & diagnostic scheduling will be coordinated with the shop/lab technician ahead of time. After diagnostic testing is performed, the vendor shall submit a repair quote to the COR detailing the replacement parts and prices, the labor categories required with associated labor rates, and the number of labor hours required for each labor category.

Repairs will require Contracting Officer approved call prior to any work being performed after diagnostic testing. This contract is only for repairs that exceed the micropurchase threshold.

Diagnostic testing shall consist of traditional trouble shooting measures such as contractor knowledge aligned with OEM standards and practices.

OEM manuals will be given to the contractor from each machine shop point of contact.

Data Access including reports, certificates, maintenance actions, Meteorology, findings, recommendations, technical manuals/procedures shall be sent to the COR and provided to the technical POC as well as the contracting officer.

Software access including updates shall be provided to the technical POC as required for machine repair and maintenance.

The Government reserves the right to add and remove machines from the machine list in the event of replacement or new purchase. These changes will be made through a bilateral agreement to the contract between the Government and the Contractor in accordance with FAR 43.103(a). The contractor shall be responsible for the task of moving a machine from one shop to another entails a cradle to grave process. The contractor will be responsible for the planning and coordination of machine movement onsite resources (electricians, facilities, etc.) as well as offsite resources (millwrights and trucking companies, etc..) if necessary for the movement of industrial grade manufacturing equipment.

Chemical Shed Management The contractor shall do the following tasks to keep the N245 Chemical Shed in compliance with NASA safety requirements.

• Examine rooms for spills or improperly stored material and make sure that every chemical is stored in secondary containment in compliance with NASA safety procedures outlined in appendix B.

• Verify that the Safety Data Sheet (SDS) book is up to date with manufacturer safety data sheets or SDS from chemwatch and present at all times on the inside door of the shed.

• Ensure proper “housekeeping” meaning no clutter and keep the empty containers, to be used for collection of used fluids, to a minimum quantity as agreed upon between the AIDL manager and the contractor.

• Place popular items in easy to access locations and make sure all labels are visible

- facing front for easy visibility.

• The contractor will perform monthly maintenance.

• Annually remove all items and make sure secondary containment under shed is

100% empty.

The contractor will perform the following tasks on an annual basis:

• The contractor will inspect the shed for leaks, cracks or damage.

• Remove floor panels and make sure secondary containment is free from liquid and debris.

• Check vent screen to make sure no critters have gained access.

• Clean the entire space and replace all materials within 1 month of receipt.

Materials will be coordinated and ordered by the AIDL manager.

• Verify the SDS and the electronic inventories match.

• Advise shop manager if any consumables are in need of replacement and if any corrective action needs to be taken to the physical structure of the shed.

Building N245, Rooms 161 and 182 Chemical Safety Program:

The contractor will perform the following tasks on a monthly basis:

• Verify that the Safety Data Sheet (SDS) book is present. Room 161 near

Southeast door, co-located with Flammable Storage Cabinet in Room 182.

• Update as chemical inventory changes.

• Advise the shop manager if any consumables, to include spill kit contents need replacing.

• Make sure spill kits are present and complete in proper storage areas.

• Examine rooms for spills or improperly stored material and make sure everything is in secondary containment. If secondary containment is needed the contractor will coordinate the purchase of secondary containment with the AIDL manager.

• Examine material storage drawer (Room 161 only) for spills or improperly stored material and make sure everything is in secondary containment.

• The contractor shall check the solid waste drum and make sure that the following tasks are completed:

o Correctly label chemical container o Date hazardous materials yellow tag on container within 60 day limit for pick up.

o If near full or close to the limit fill out Form A and dispose of properly within the 60-day time limit for pick up.

o Replace empty container for satellite collection with new bag and new label.

• Check Flammable Storage Cabinet (Room 182 only) for spills or items not on the inventory being stored inside.

The contractor will perform the following tasks on an annual basis:

• Perform the monthly maintenance described above as well as removing and inspecting all containers for leaks and wipe them down as required. Replace and dispose of properly commercial grade absorbent pads and wipe down secondary containment.

• Verify inventories and notify the shop manager if items are low inventory and/or need to be replaced.

• Verify SDS books are up to date and the electronic copy matches the hard copy.

5.0 Deliverables: The contractor shall provide maintenance and optimized program reports, ball-bar graphs that document the accuracy of the machines tested, list of recommend repairs (if needed) per 4.1 and shall provide detailed repair quotes per

4.2. The contractor will record the hardware and services provided throughout the years. New or modified documentation developed by the vendor will be provided to the COR of the shop/lab. The contractor shall maintain copies of software backups throughout the contract and make sure the Lab/Shop manager or specified POC receives copies. The vendor shall notify the COR when maintenance or repairs are complete and that the machine has been released for use.

The contractor shall develop and submit written or electronic inspection reports to the shop point of contact and the Contracting Officer Representative (COR) for each machine maintained and calibrated. These reports shall include both written and visual graphs needed to communicate the information needed to understand the inspection such as ball-bar data and graphs, and recommendations regarding future maintenance and calibration.

The contractor shall submit a Safety and Health plan that complies with the requirements outlined in Appendix D Section 2.4, Contractor Safety.

6.0 Environmental Management

The Contractor shall ensure that all operations, activities, and assigned systems, facilities, and equipment are in compliance with all Federal, state, and local environmental laws, regulations, ordinances, executive orders, permits, and licenses as well as all NASA and ARC environmental policy, plans, business system documents, and requirements documents including APR 8500.1, ARC Environmental Requirements and APR 8553.1, Ames Environmental Management System.

The Contractor shall:

a. Implement internal policies, procedures, and oversight as necessary to ensure environmental compliance.

b. Appoint, in writing, a primary and alternate environmental representative for the contract.

c. Ensure that all regulatory agency interactions or correspondence relating to NASA or contract activities are performed by or coordinated through the NASA Environmental Management Division (EMD).

d. Participate in regulatory agency inspections and NASA internal inspections, audits, and Environmental and Energy Functional Reviews when requested by the Government. Provide training and compliance records to the Government, or authorized contractor representative, upon request. Work with the EMS team to document any environmental risks to the center. Develop and implement corrective actions to any findings or deficiencies.

e. Take measures to prevent the release of hazardous materials to the environment and report hazardous material spills and releases per APR 8500.1.

f. Properly manage and dispose of hazardous waste, controlled waste, and industrial wastewater according to the requirements in APR 8500.1. Submit waste profile information, waste sampling requests, and waste pick-up requests to the ARC EMD as required. Ensure that employees who generate, handle, store, or manage hazardous waste receive hazardous waste training and, where applicable, have job descriptions that meet the requirements of 22 CCR section 66265.16. Maintain inspection records and hazardous waste site contingency plans.

g. Comply with ARC Spill Prevention, Control, and Countermeasures (SPCC) plan.

Submit SPCC site inspection records to the NASA EMD on an annual basis.

h. Comply with air emissions requirements in the current NASA ARC Synthetic Minor Air Operation Permit and with Emergency Planning and Community Right-to-Know Act (EPCRA) regulations and NASA reporting requirements described in APR 8500.1. Submit EPCRA data to the NASA EMD by the due date and in the format described in the data call. Submit EPCRA data covering activities during the last calendar year of the contract to the NASA EMD at the end of the contract.

i. Perform waste minimization and pollution prevention opportunity assessments on contract activities with a focus on reducing Toxic Release Inventory (TRI) chemical releases and hazardous waste generation.

j. Follow ARC’s Environmental Management System (APR 8553.1) and assist

NASA in achieving the goals outlined in ARC’s Sustainability Plan and current sustainability-related Executive Orders

k. Complete environmental trainings as listed in APR 8500.1 such as:

a. Spill Prevention Control and Countermeasures (annual)

b. Storm Water Pollution Prevention (annual)

c. Hazardous Waste, Environmental & Spill Response Essentials (Annual)

d. Environmental Awareness Training (Annual)

7.0 Appendices

Appendix A: Rotational machine maintenance plans and a complete list of machines eligible for repairs & optimization including inventory of chemical shed.

Appendix B: APR 8800.3, Chapter 4

Appendix C: Form ARC749

Appendix D: APR 8715.1, Safety and Health Responsibilities