PWS AGV SYSTEM SUPPORT.docx

Naval Medical Center San Diego Material Management Department San Diego CA 92134

PERFORMANCE WORK STATEMENT

AUTOMATED GUIDED VEHICLE AND LARGE STORAGE MODULE INTERFACE CART PREVENTIVE/CORRECTIVE MAINTENANCE SYSTEM SUPPORT I. General: This is a non-personnel services contract to provide maintenance system support services to The Naval Medical Center San Diego. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn, is responsible to the Government.

II. BACKGROUND: The Naval Medical Center San Diego utilizes Automated Guided Vehicles (AGV) and Module Interface Cart to distribute supplies, medications, and other hospital materials. The AGVs are electronically operated, robotic, wheeled devices that are individually programmable. AGVs are mobile with a laser guidance system that utilizes reflectors installed on the walls and floors throughout the area of operation and have a dedicated elevator system for floor-to-floor movement. The AGVs are government-owned DAIFUKU Model 300H, manufactured by DAIFUKU. The Large Storage Module Interface Cart manufactured by Peterson Machine Model# 7000-R Serial 663 works is designed to be transported by the AGV.

III. SERVICE DESCRIPTION: The contractor shall provide on-site maintenance service of the eighteen (18) AGVs, AGV control panels, elevator control panels, warning lights, seventy-six (76) Large Storage Module Interface Carts, six (6) battery chargers, Remote Destination Panel (RDP) and Master Monitor Panels, Floor Mass Detectors, three (3) Video Monitors, thirty-one (31) fixed surveillance cameras and the System Automation Manager (SAM). The scope of work includes the furnishing of all labor, equipment, materials and parts to perform all service for the maintenance (preventive and corrective that are not covered by the system warranty) of the AGVs and Module Interface Carts, hardware and software support for the System Automation Manager (SAM) to assure continued operation at their designed efficiency and capacity. Module Interface Carts. Serial numbers are from One (1) through seventy-six (76). AGV serial numbers are:

IV. GOVERNMENT FURNISHED ITEMS Section C00003 Government Furnished Items Government-furnished Equipment (GFE) consists of the 18 AGVs, 76 Module Interface Carts, AGV Communication Equipment and the computer equipment listed below (TBD). The contractor shall have virtually unlimited access to the GFE, but shall not remove from the premises of the Naval Medical Center any part of it without the knowledge and consent of the COR. Title to the GFE vests in the government throughout the life of the contract. The following areas are available for contractor use in performance of the contract:

♣ DISPATCHER AREA

♣ AGV MAINTENANCE/CHARGING ROOM GE-24Hl ♣ GENERAL STORES OFFICE ROOM GC14Fl

1. Government-furnished Materials and Supplies: Material consists of the items in the government spare parts inventory (AGVs), listed in Attachment II (TBD). The contractor shall have virtually unlimited access to the inventory and shall be responsible for use and control of inventory items.

2. Government-furnished Facilities: Government-furnished Space and Furnishings will be provided on a rent-free basis. Such space and furnishings consist of Dispatcher Area, Maintenance Room GE-24Hl, located on the ground floor of Naval Medical Center, Building 1, desks, chairs, filing cabinets and a telephone. The contractor shall ensure the space and furnishings are maintained in a clean and safe condition during the life of the contract. The space and furnishings shall be used by the contractor for contract performance.

3. Government-furnished Services: Government-furnished Utilities will be provided at no charge. Such utilities consist of electrical power, compressed air and water. To ensure compatibility with Naval Medical Center electrical wiring and equipment, the Building Engineer must approve contractor-furnished electrical equipment.

V. TASKS:

1. The contractor shall furnish for use by its personnel suitable repair equipment/tools required for the satisfactory execution of all services. The contractor shall not be required to relinquish to the government title to such property.

2. The contractor shall furnish all parts and supplies (including lubricants and cleaning agents) required for contract performance. This includes replacement of any and all items in the government spare parts inventory used by the contractor. Such contractor furnished parts and supplies shall be equal in all respects, including performance, interchangeability, durability and quality to OEM parts when new or as presently recommended by the manufacturer. Title to such parts shall vest in the government. The contractor shall advise the COR of any unexpired warranties on replacement parts (in the spare parts inventory or on AGVs) at the time of contract completion.

3. The contractor shall provide on-site maintenance service of the eighteen (18) AGVs and seventy-six (76) Large Module Interface Carts at the Naval Medical Center San Diego. All work performed shall be in accordance with specifications herein.

4. The contractor shall maintain and repair AGVs and Module Interface Carts as necessary to ensure their ability to function efficiently and consistently for their intended purpose. No AGV/Module Interface Cart shall be cannibalized to service any other AGV/Module Interface Cart. A minimum of 15 AGVs and 60 Module Interface Cart shall always be available.

5. The contractor shall ensure the AGVs and Module Interface Carts are clean and sanitary in appearance. Wiping the exterior with a suitable disinfectant at least weekly and after corrective or preventive maintenance is recommended.

6. Preventive Maintenance:

6.1 Preventive Maintenance Inspection is defined as one (1) scheduled inspection quarterly (four inspections per year). Such schedules shall be documented and provided to the COR for verification. As required to meet the above stated standards, the contractor shall but not limited to lubrication, cleaning, functional test and calibration performed to the equipment manufacturer specifications, make mechanical and electrical adjustments and install necessary parts by qualified technicians. Monthly maintenance inspections are recommended which should include, but not be limited to; activities listed in Attachment I (AGV) and Attachment III (Module Interface Cart) (TBD). Quarterly maintenance is done on the AGV and Module Interface Cart.

6.2 The contractor shall schedule maintenance inspections so as to uphold the availability standards of the AGVs Maintenance is schedule on a quarterly basis and repairs are done as needed.

6.3 The contractor shall replace worn, failed or doubtful components and parts to include batteries (AGVs). Where statistical data indicates the failure, point is approaching for any component, the contractor shall repair or replace the component in advance to prevent system downtime/failure. Statistical data is kept preventing downtime.

7. Corrective Maintenance/Repair:

7.1 The contractor shall perform corrective maintenance necessary to restore downed AGV/Module Interface Cart equipment to the performance standards, ensuring availability. Such service shall include adjustments, replacement of malfunctioning/failed parts, for major/minor repair. If corrective maintenance exceeds the value of the resultant contract a separate contract shall be issued at the behest of Naval Medical Center San Diego.

7.2 Corrective maintenance shall always be available. The contractor shall pickup/move, regardless of location within the facility, all AGVs/Module Interface Cart that have been parked/downed due to malfunction/failure for repair.

7.3 The contractor is responsible for the maintenance and/or repair of the guidance system or AGV elevator system.

7.4 The contractor shall trouble-shoot these systems, as necessary, to effect repairs to AGVs. The contractor will be free to start and stop the systems incidental to AGV operation and/or service.

7.5 The contractor shall install original equipment manufacturer (OEM) safety and/or other retrofit and change kits, if any are received during the life of the contract. The contractor shall notify the COR upon receipt of any change kits or replacement/equipment safety recall notices. In the event the government receives any such notices or kits, the COR will furnish it to the contractor for action.

7.6 Malfunction reports are required to document corrective maintenance/repair activities.

8. Spare Part Inventory:

8.1 The contractor shall have custody of and be accountable for the government owned spare AGV parts inventory during the life of the contract. The items in the AGV inventory are for the exclusive use of the contractor in performance of this contract. The inventory items are not the only parts, materials and supplies needed for contract performance. The contractor is responsible for determining and obtaining parts, materials and supplies necessary and sufficient for contract performance.

8.2 The contractor shall replace inventory items used by its personnel; cost for inventory replacement shall be included in the contract prices in Section B. At the completion of the contract, the contractor shall ensure that any inventory items utilized by its employees have been properly replaced.

9. Data:

9.1 A malfunction report is required to document each corrective maintenance/repair action. The contractor shall furnish forms for this purpose. Reports shall be used to document repairs performed and shall be reviewed by the Technical Representative. The contractor shall ensure reports are completed promptly, include all information listed below and are always available to the government.

· Date and time

· Type, Serial Number and Model Number of Equipment

· Time spent repairing/servicing

· Description of malfunction

· General description of replaced parts and services performed

· Comments as to cause of malfunction

9.2 The contractor shall develop and maintain records and databases, as necessary, for compliance with the terms and conditions of the contract. Such records and data include but are not necessarily limited to. References updates spare parts inventory listing, warranty records, records of inspections and tests. Such records and data shall be submitted to the COR for review.

9.3 The contractor shall grant to the government unlimited rights and access to any and all data (as defined in FAR 52.227-14) developed, revised or utilized for contract performance General.

9.4 The contractor will utilize the following references and instructions during this contract.

10. Operation, Maintenance and Service Manual

10.1 The above referenced documents and information shall not be removed from the Naval Medical Center Maintenance Room GE-24Hl without the knowledge and consent of the Contracting Officer's Representative (COR). References, including database records, in the custody of and/or maintained by the contractor shall be accessible to the government during the life of the contract and shall be delivered into the custody of the COR at the completion of the contract.

11. Other Provisions

11.1 All compensation for labor, parts, materials, tools, and equipment shall be included in the contract prices in Section B. Services shall be performed in the Naval Medical Center, Dispatcher Area, Maintenance Room GE-24Hl, Building 1-G or whenever necessary.

11.2 Standards: References design and functional capabilities of Module Interface Carts, AGVs, including the guidance and elevator systems, shall not be changed, modified, or altered by the contractor without the written authorization of the COR. In the event any such COR approved change affects information in the references, the contractor shall update the references accordingly.

12. Government Personnel: Naval Medical Center employees will not perform maintenance or attempt repairs to equipment while such equipment is under the purview of this contract unless agreed to in writing by the contractor. Any such work performed by Government personnel will result in a negotiated credit modification to the Government.

13. Contractor Personnel

13.1 The contractor shall employ in performance of contract maintenance and repair services only field engineers and technicians who have successfully completed OEM training or comparable third-party service school training for AGV and Module Interface Cart or comparable equipment. Upon COR request, the certificates (or other evidence acceptable to the COR) for this training shall be provided by the contractor. The contractor is responsible for providing a workforce with the professional capabilities and electrical/ mechanical expertise to ensure contractual standards are met.

13.2 In addition, the Contactor Personnel must be Certified Category 3 Non-cab, crane Safety trained for Government-owned overhead crane. This Crane certification and training must be maintained. NAVFAC P-307, ASME B30.4, Portal and Pedestal Cranes Paragraph 8.1.2 Contractor personnel operating Navy mobile, tower, and commercial truck mounted cranes must now be certified or qualified in accordance with OSHA construction standards.

14. CONTRACT TYPE: The Government is contemplating awarding a firm fixed price service contract.

15. RECOGNIZED HOLIDAYS

16. WORK HOURS

The contractor shall provide service for AGVs during the times of 7:00 a.m. and 16:30 p.m. Monday through Friday.

17. PLACE OF PERFORMANCE: The work to be performed under this contract will be performed at Naval Medical Center in San Diego, CA

18. CONTRACTING OFFICER: Only the Contracting Officer has the authority to represent the Government in cases where the technical direction letters require a change in the terms and conditions, delivery schedule, scope of work and/or price of the products and/or services acquired under this contract.

VI. PERFORMANCE STANDARDS AND QUALITY ASSURANCE SURVEILLANCE PLAN (QASP)

Risk Factors Performance Objective Performance Standard Acceptable Quantity Level Monitoring Method and Performance Assessment Positive/Negative Incentives AGV Preventive Provide Monthly Contractor meets 100% Review of all When performance is Maintenance Preventive scheduled Preventive Monthly Preventive below standards, Maintenance for AGV’S Maintenance for AGV’S Maintenance for

AGV’S

contractor will remedy deficiency at no additional cost to the government.

Interface Carts Preventive Maintenance Provide Monthly Preventive Maintenance for Interface Carts Contractor meets scheduled Preventive Maintenance for Interface Carts 100% Review of all Monthly Preventive Maintenance for Interface Carts Remedy must be completed within 24 Hours of notification by COR or Alternate COR. Contractor performance will be documented in CPARS.

AGVs and Weekly Contractor meets 95% Weekly Inspection Module Inspection of scheduled Weekly Interface Carts are clean and all AGV’S and Interface

Carts.

Service.

sanitary in appearance

Remedy must be completed within 24 Hours of notification by COR or Alternate COR.

Contractor performance will be documented in CPARS.

On-Site Repair of AGV System Equipment:(18) Automated Guided Vehicles (AGV),

(76) Large Interface Carts

System.

When performance is below standards, contractor will remedy deficiency at no additional cost to the government.

Vehicle Paths Reflectors and Elevator Control Panels, Lights Remote Destination Panel, Master Monitor Panels, and the Vehicle System Manager Warning

Remedy must be completed within 24 Hours of notification by COR or Alternate COR.

Contractor performance will be documented in CPARS.

1. The Procuring Contract Office (PCO) is responsible for:

a. All pre-award duties such as solicitation, negotiation and award of contracts.

b. Any information or questions during the pre-award stage of the procurement.

c. Freedom of Information inquiries.

d. Changes in contract terms and/or conditions.

e. Post award conference.

2. The Contract Administration Office (CAO) is responsible for matters specified in the FAR 42.302 and DFARS 42.302 except those areas otherwise designated as the responsibility of the Contracting Officer's Representative (COR) or someone else herein.

3. The paying office is responsible for making payment of proper invoices after acceptance is documented.

4. The Contracting Officer's Representative (COR) is responsible for interface with the contractor and performance of duties such as those set forth below. It is emphasized that only the PCO/CAO has the authority to modify the terms of the contract. In no event will any understanding, agreement, modification, change order, or other matter deviating from the terms of the basic contract between the contractor and any other person be effective or binding on the Government. If in the opinion of the contractor an effort outside the scope of the contract is requested, the contractor shall promptly notify the PCO in writing. No action may be taken by the contractor unless the PCO or CAO has issued a contractual change. The COR duties are as follows:

a. Technical Interface

(1) The COR is responsible for all Government technical interface concerning the contractor and furnishing technical instructions to the contractor. These instructions may include: technical advice/recommendations/clarifications of specific details relating to technical aspects of contract requirements; milestones to be met within the general terms of the contract or specific subtasks of the contract; or, any other interface of a technical nature necessary for the contractor to perform the work specified in the contract. The COR is the point of contact through whom the contractor can relay questions and problems of a technical nature to the PCO.

(2) The COR is prohibited from issuing any instruction which would constitute a contractual change. The COR shall not instruct the contractor how to perform. If there is any doubt whether technical instructions contemplated fall within the scope of work, contact the PCO for guidance before transmitting the instructions to the contractor.

b. Contract Surveillance

(1) The COR shall monitor the contractor's performance and progress under the contract. In performing contract surveillance duties, the COR should exercise extreme care to ensure that he/she does not cross the line of personal services. The COR must be able to distinguish between surveillance (which is proper and necessary) and supervision (which is not permitted). Surveillance becomes supervision when you go beyond enforcing the terms of the contract. If the contractor is directed to perform the contract services in a specific manner, the line is being crossed. In such a situation, the COR's actions would be equivalent to using the contractor's personnel as if they were government employees and would constitute transforming the contract into one for personal services.

(2) The COR shall monitor contractor performance to see that inefficient or wasteful methods are not being used. If such practices are observed, the COR is responsible for taking reasonable and timely action to alert the contractor and the PCO to the situation.

(3) The COR will take timely action to alert the PCO to any potential performance problems. If performance schedule slippage is detected, the COR should determine the factors causing the delay and report them to the PCO, along with the contractor's proposed actions to eliminate or overcome these factors and recover the slippage. Once a recovery plan has been put in place, the COR is responsible for monitoring the recovery and keeping the PCO advised of progress.

(4) If the Contractor Performance Assessment Reporting System (CPARS) is applicable to the contract you are responsible for completing a Contractor Performance Assessment Report (CPAR) in the CPARS Automated Information System

(AIS). The initial CPAR, under an eligible contract, must reflect evaluation of at least 180 days of contractor performance. The completed CPAR, including contractor comments if any, (NOTE: contractors are allowed 30 days to input their comments) should be available in the CPARS AIS for reviewing official (PCO) review no later than 270 days after start of contract performance.

Subsequent CPARs covering any contract option periods should be ready at 1-year intervals thereafter.

c. Invoice Review and Approval/Inspection and Acceptance

(1) The COR is responsible for quality assurance of services performed and acceptance of the services or deliverables. The COR shall expeditiously review copies of the contractor's invoices or vouchers, certificate of performance and all other supporting documentation to determine the reasonableness of the billing. In making this determination, the COR must take into consideration all documentary information available and any information developed from personal observations.

(2) The COR must indicate either complete or partial concurrence with the contractor's invoice/voucher by executing the applicable certificate of performance furnished by the contractor. The COR must be cognizant of the invoicing procedures and prompt payment due dates detailed elsewhere in the contract.

(3) The COR will provide the PCO and the CAO with copies of acceptance documents such as Certificates of Performance.

(4) The COR shall work with the Contractor to obtain and execute a final invoice no more than 60 days after completion of contract performance. The COR shall ensure that the invoice is clearly marked as a “Final Invoice.”

d. Contract Modifications. The COR is responsible for developing the statement of work for change orders or modifications and for preparing an independent government cost estimate of the effort described in the proposed statement of work.

e. Administrative Duties

(1) The COR shall take appropriate action on technical correspondence pertaining to the contract and for maintaining files on each contract. This includes all modifications, government cost estimates, contractor invoices/vouchers, certificates of performance, DD 250 forms and contractor's status reports.

(2) The COR shall maintain files on all correspondence relating to contractor performance, whether satisfactory or unsatisfactory, and on trip reports for all government personnel visiting the contractor's place of business for the purpose of discussing the contract.

(3) The COR must take prompt action to provide the PCO with any contractor or technical code request for change, deviation or waiver, along with any supporting analysis or other required documentation.

f. Government Furnished Property. When government property is to be furnished to the contractor, the COR will take the necessary steps to insure that it is furnished in a timely fashion and in proper condition for use. The COR will maintain adequate records to ensure that property furnished is returned and/or that material has been consumed in the performance of work.

Enclosure (1)

g. Security. The COR is responsible for ensuring that any applicable security requirements are strictly adhered to.

h. Standards of Conduct. The COR is responsible for reading and complying with all applicable agency standards of conduct and conflict of interest instructions.

i. Written Report/Contract Completion Statement.

(1) The COR is responsible for timely preparation and submission to the PCO, of a written, annual evaluation of the contractor’s performance. The report shall be submitted within 30 days prior to the exercise of any contract option and 60 days after contract completion. The report shall include a written statement that services were received in accordance with the Contract terms and that the contract is now available for close-out. The report shall also include a statement as to the use made of any deliverables furnished by the contractor.

(2) If the Contractor Performance Assessment Reporting System (CPARS) is applicable to the contract you are responsible for completing a final Contractor Performance Assessment Report (CPAR) in the CPARS with 30 days of contract completion.

(3) The COR is responsible for providing necessary assistance to the Contracting Officer in performing Contract Close- out in accordance with FAR 4.804, Closeout of Contract Files.

5. The Technical Assistant (TA), if appointed, is responsible for providing routine administration and monitoring assistance to the COR. The TA does not have the authority to provide any technical direction or clarification to the contract. Duties that may be performed by the TA are as follows:

a. Identify contractor deficiencies to the COR.

b. Review contract deliverables, recommend acceptance/rejection, and provide the COR with documentation to support the recommendation.

c. Assist in preparing the final report on contractor performance for the applicable contract in accordance with the format and procedures prescribed by the COR.

d. Identify contract noncompliance with reporting requirements to the COR.

e. Review contractor status and progress reports, identify deficiencies to the COR, and provide the COR with recommendations regarding acceptance, rejection, and/or Government technical clarification requests.

f. Review invoices and provide the COR with recommendations to facilitate COR certification of the invoice.

g. Provide the COR with timely input regarding technical clarifications for the statement of work, possible technical direction to provide the contractor, and recommend corrective actions.

h. Provide detailed written reports of any trip, meeting, or conversation to the COR subsequent to any interface between the TA and contractor.