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LANGLEY RESEARCH CENTER

LOGISTICS SUPPORT SERVICES

SOLICITATION NNL16ZB1002R

PRE SOLICITATION CONFERENCE AND

SITE VISIT

NASA Langley Research Center

June 29, 2016 10:00 a.m. – 12:00 p.m.

Langley Research Center

AGENDA

Opening Remarks

Center Overview and Technical Aspects of Logistics Requirement

Current Contract Overview

Procurement Overview

RFP Overview

Site Tour

GOVERNMENT TEAM MEMBERS

Joe Janus, Contracting Officer Jeff Hisey, Office of Procurement, Contracting Specialist Frank Johnson, Head of Logistics Operations, Center

Operations Directorate (COD) Connie Buffin, COD, Source Evaluation Team Keith Wilmer, COD, Source Evaluation Team Lead

PRE-SOLICITATION CONFERENCE

FAR 15.201 Exchange With Industry Before Receipt of Proposals

Establishes procedures for information exchange

Encourages exchange of information consistent with procurement integrity requirements

Any discussions, comments, etc., made by Government personnel during this Pre- Solicitation Conference / Site Visit are considered unofficial until incorporated into the RFP.

The RFP, and any Amendments made thereafter, take precedence over all exchanges made during this Pre-Solicitation Conference and Site Visit.

Written response(s) shall govern, if different than verbal.

OPENING REMARKS

All questions to the DRFP are due in writing not later July 07, 2016.

The Government reserves the right to post all questions received during this conference as an amendment to the DRFP.

Potential offerors are responsible to check the electronic posting for amendments issued prior to the solicitation due date.

No oral understanding or agreement shall be binding on either party.

CURRENT CONTRACT OVERVIEW

Current Contractor: Alutiiq 3SG, LLC Current Contract: NNL12AA05C Contract Type: Firm Fixed Price with an IDIQ CLIN which allows the Government to issue FFP task orders Period of Performance: Mar 1, 2012 – Feb 28, 2017 (5 years) Current Sustaining Value: ~$8.79M (thru 06/07/16). This does not include the

IDIQ task orders.

This is historical information and is not necessarily reflective of the current

RFP/PWS.

Center Operations Directorate Frank Johnson

June 29, 2016

NASA Centers

NASA Langley at a Glance (2016) PY2016 Budget Estimate ~$914m NASA Langley Budget ~$891m External Business ~$23m Workforce ~3,410 Civil Servants ~1,830 Contractors (on/near-site) ~1,580 Infrastructure/Facilities 156 Buildings 764 acres Replacement Value ~$3.6b

Langley’s Economic Impact (2015)

•National economic output of ~$2.3b and generates over 17,400 high-tech jobs •Virginia economic output of ~$1.1b and generates over 8,800 high-tech jobs •Within Virginia, executed $155m or 49% of obligations to small businesses

Center Management & Operations (Facilities, IT, Engineering, Tech

Authority, B&P, IRAD, Safety/Mission Assurance, Legal, Finance, Procurement, Human Resources)

Agency Management & Operations

(NASA Engineering & Safety Center, Office of Chief Engineer, Agency IT)

Construction Environmental Compliance

& Restoration (Revitalization Plan)

SCIENCE

$235m

HUMAN

EXPLORATION

$41m

EDUCATION

$1m

AERONAUTICS

$189m

SPACE TECH

$32m

SAFETY, SECURITY & MISSION SERVICES & CONSTRUCTION/ENVIRONMENTAL COMPLIANCE & RESTORATION

As of 2/1/16

Langley is a research, science, technology and development Center that provides game changing innovations to enable NASA to make significant contributions to the Nation.

We Deliver on Today’s Commitments and Create Tomorrow’s Opportunities

1-29-16

NASA Langley Research Center Organization

COD Management Team Center Operations is the foundation of mission success at LaRC

ReViTALization Office

Resource Management Office

Security Services Branch

Standard Practice and Environmental Engineering

Logistics

Projects and Engineering

Maintenance and Operations

Center Operations Directorate

Center Operations Directorate

Monica Ross-Clunis, Deputy John Evans, Deputy

Roy Logan Frank Johnson Alan Henderson

George Firth, Special Asst. for WF Development

Erik Weiser, Deputy Director

Kristen Poultney Michael Brewer, Acting 10/13/15

Loretta Kelemen, COD Director

Bryan Haas, Deputy Chief Engineer (Acting AD

For Revitalization)

Center Operations Directorate

Vision

Center Operations is the foundation of mission success at LaRC

Mission

Operate and revitalize the Center to ensure LaRC is able to execute the NASA mission now and in the future

Values

NASA Values Safety Integrity Teamwork Excellence

COD Values Customer Service Innovation Professionalism

• Shipping and Receiving

• Mail Room Operations

• Property Management (~30,000 pieces of personal property)

• Inventory Management

• Transportation/Fleet

• Warehousing

• Property Disposal

• Property Loans

• GSA Sales

• Space Utilization/Moves

Logistics

Logistics Management Branch Head, Logistics Operations

Transportation Officer

Contract Manager

Space Utilization

Equipment Manager

Industrial Property Officer

(IPO)

Property Disposal

Officer(PDO) Supply Manager

Supply Intern

Supply and

Officer (SEMO)

(9) FTE

(1) INTERN

(70) WYE

LaRC Facilities

Logistics - 16 facilities totaling ~ 85,000 square feet Nine Storage Warehouses Two Surplus Property Sales Warehouses One Mail Center One Vehicle Service Facility One Shipping, Receiving, and Equipment Management Facility One Property Disposal Warehouse One Environmental Recycle Facility

LaRC Logistics Complex

LaRC Vehicle Maintenance and fueling areas

Vehicle Maintenance

Fuel Pumps

LaRC Recycle Facility

Contracted Services

General Transportation and Delivery Personnel Relocation Mail Management Fleet Management and Vehicle Maintenance Shipping Operations Receiving and Materials Management (Program, stores and Stand-by stock) Equipment Management Property Storage and Disposal Scrap Metal, Trash Waste and Environmental Recycling Industrial Property Support Removal of Privacy Act Material

General Transportation and Delivery Services

Transportation services for equipment, materials, and supplies

Operate the LaRC Mail Processing Facility

Personnel relocation services on-site Bus service

General Transportation and Delivery Services

Fleet Management and Vehicle Maintenance

Annual Preventative Maintenance Repairs Maintain Fleet Management records Manage bulk fuel, oil and lubricants EPA compliance

Shipping Operations

Out-bound domestic and foreign shipments Oversized loads Hazardous Materials Dangerous goods Critical shipments Sensitive Items Electronically file export information(EEI) In-bound shipments U.S. Customs Coordination

Receiving and Materials Management

Receipt and Inspection services Government Equipment Control Number (ECN) assignment Property Enrollment into accountable systems Run required reports

Equipment Management

Annual inventory of ~ 30,000 items Conduct physical inventories controlled property, stores and program stock Reconcile property custodian accounts Maintain equipment databases

Property Disposal, Storage and Recycling

Property reutilization and disposal services Inventory Management Surplus property sales Collection of scrap metal and scrap waste materials Recycle Program Reconcile reimbursable accounts

IDIQ Services

Carpet Installation and Removal On-Call Bus Service Towing Services Off-site Fleet Maintenance General Logistics Services (Surge)

Critical Logistics IT Systems

NASA’s Integrated Asset Management Property, Plant and Equipment (PP&E) Systems Business Warehouse (BOBJ) Disposal (DSPL) Supply Management System (SMS)

Federal Automotive Statistical Tool (FAST) Phoenix Fuel System NASA Electronic Submission System (NESS) MAXIMO (Transportation, Storage Management) EqInventory (Agency Equipment Inventory Management System)

Office of Procurement Jeff Hisey

PROCUREMENT OVERVIEW

Competitive 8(a) Set-Aside

Contract award can only be made to a small business concern expressly certified by the Small Business Administration in the SBA’s 8(a) program (see Section I clause 52.219-18 Notification Of Competition Limited To Eligible 8(a) Concerns (Apr 2015)

And

Meets the requirements of Section I clause 52.219-14, Limitations on Subcontracting (Nov 2011). Incorporated by reference

Eligibility will be verified with SBA at the time of award

Reference Section M for Basis of Contract Award

(CONTINUED)

Procurement Schedule (on or about these dates):

RFP Issue Date 07/19/2016

Proposal Due Date 08/18/2016

Award 11/10/2016

Post Award Conference ~1 wk after award

Contract Performance Begins 03/01/2017

Dates are provided for planning purposes only

PERIOD OF PERFORMANCE

The base period of performance is 12 months from the effective date of the contract (March 1, 2017 – February 28, 2018). The period of performance for each option period shall be in accordance with the following table:

Period Duration Dates

Option 1 12 months March 1, 2018 – February 28, 2019

Option 2 12 months March 1, 2019 – February 29, 2020

Option 3 12 months March 1, 2020 – February 28, 2021

Option 4 12 months March 1, 2021 – February 28, 2022

Includes:

Clause 52.217-8 “Option to Extend Services”

Clause 52.217-9 “Option to Extend the Term of the Contract”

Place of Performance The services to be performed under this contract shall be performed at

NASA Langley Research Center (LaRC) and other near site locations as specified in the PWS

Locations as designated in individual Task Orders (IDIQ)

Transition Contractor will be required to be fully operational on the effective date of the contract. A separate CLIN for Transition/Phase-In will not be used.

REQUEST FOR PROPOSALS

RFP Section B – Supplies or Services and Prices

CLIN X001- FFP refers to CLINs 0001 (base), 1001, 2001, 3001and 4001 (options) – Sustaining Logistics Services: Services shall be performed in accordance with the Performance Work Statement (PWS).

CLIN X002 - NTE (Cost – No Fee) refers to CLINs 0002 (base), 1002, 2002, 3002 and 4002 (options) – Parts and Supplies in Support of CLIN X001: Vehicle repair parts and supplies necessary for preventive maintenance and repair of vehicles and equipment. This is a cost-reimbursable, not-to-exceed CLIN and the contractor shall be reimbursed at actual invoice cost only. Existing inventory of parts and supplies will be provided by the Government.

(continued)

CLIN 0003 - Indefinite Delivery/Indefinite Quantity (IDIQ) Services

IDIQ services include:

Logistics services required on an irregular or emergency basis identified under CLIN X001 and priced in accordance with clause B.5, Schedule of Rates Vehicle and equipment repairs the Government determines need to be performed off-site and not on-site under CLIN X001 The work under this CLIN will be ordered by the Contracting Officer on a Task Order basis

Under the IDIQ CLIN, the Contractor shall accept Government Purchase Card (PCard) for services under the micro-purchase threshold ($3,500).

Use of Purchase Card by Government personnel does not alter the terms and conditions of this contract or the PWS requirements.

The Contractor shall utilize pre-priced labor rates when the Government orders work directly via the Government PCard.

Any request for work that cannot be priced from these schedules requires advance approval of the Contracting Officer.

PROPERTY

Clause G.3, Installation Accountable Government Property – The Government property described in this clause may be made available to the contractor on a no-charge basis for use in performance of this contract (See Exhibit F)

Exhibits E, G & H list the vehicles, equipment and trailers the contractor will be required to maintain under PWS section 3.4, Fleet Management and Vehicle Maintenance, and PWS 4.4, Off-Site Fleet Maintenance.

Attachments VII and VIII are vehicles and equipment from the current Logistics contract which may be made available to the contractor for performance under this contract

Section L - Instructions, Conditions, and Notices to Offerors

Insure proposal contains all necessary information, required documentation, and is complete in all aspects. The evaluation is based upon actual material presented and not on the basis of what is implied. See FAR 52.215-1 Instructions to Offerors – Competitive Acquisition.

Proposal Submissions Guidelines IAW Section L (See clause L.5, L.11, L12)

• All required volumes by Due Date specified on SF33

• Pay close attention to page limitations and number of copies to be submitted

• SF33 complete Blocks 12 – 18, Sign and Date, “180” has been inserted Block 12

• Acknowledge Amendments

• Complete all sections

• Section K, complete Representations & Certifications

NASA may reject any proposal that fails to comply with all proposal instructions.

REQUEST FOR PROPOSALS (continued)

Summary of Section M – Evaluation Factors for Award Proposals received in response to this solicitation will be evaluated by a

Source Evaluation Team (SET) in accordance with NFS 1815.3

Tradeoff process (see FAR 15.101-1) will only be performed between past performance and price, not on technical considerations. Past Performance and Price Factors will be of essentially equal importance.

The Source Selection Authority (SSA), after consultation with the SET and other advisors, will select the Offeror that can perform the contract in a manner most advantageous to the Government, all factors considered.

Intend to award without discussions (See FAR Clause 52.215-1); however, exchanges may occur if determined necessary by the CO (see FAR 15.306).

Price will be evaluated based on the “Total Evaluated Price” (See clause M.3(a))

Evaluation for Award

1. An initial review of proposals will be conducted to determine acceptability of the proposals in accordance with NFS 1815.305-70, Identification of Unacceptable Proposals. All unacceptable proposals will be eliminated from further evaluation.

2. The Government will rank all proposals remaining after Step 1 based on price, from lowest to highest price. An offeror’s proposed price will be determined by the total evaluated price (TEP). The TEP will be the amount proposed in Part I, Clause B.4, Pricing Schedule, “SUM OF TOTAL AMOUNTS -- BASE PLUS OPTIONS” (excluding total

IDIQ AMOUNT).

3. The six lowest priced proposals from Step 2 will be evaluated for Past Performance as explained in M.3(b). The past performance evaluation will be conducted in accordance with FAR 15.305(a)(2), NFS 1815.305(a)(2), and Section M of the solicitation. If during the evaluation process the Government determines that none of the remaining offeror’s price proposals has received at least a “High” Level of Confidence for the Past Performance Factor rating, the Government will then include the next lowest priced offeror of the proposals not originally included, starting with the 7th-lowest remaining offer. Once such a proposal is identified, no other higher priced proposals will be evaluated, and those higher priced offerors will be notified that they have been eliminated from the competition.

NASA will award a contract to the offeror whose proposal represents the best value to the Government based on the evaluation of Price and Past Performance factors identified.

A Determination of Responsibility will be made prior to award

IAW FAR 9.1

Collective Bargaining Agreement (CBA) and Wage Determination (WD) are effective during the entire period of performance of the contract.

CLOSING REMARKS

LaRC Site Visit Opening Remarks Site Tour

Submit any questions in writing to the CO by emailing to LaRC-LSS@mail.nasa.gov

Return badges to Badge and Pass Office or drop boxes at main gate.

The RFP and any amendment made hereafter takes precedence over any responses received during this Pre-Solicitation Conference / Site Visit.

CONTRACTOR ATTENDEES

Name Company Phone Email Richard Mangum Olgoonik Federal (703) 312-0080 rmangum@olgoonik.com

Michael Cooper Red River Science and Technology (804) 536-3001 michael.cooper45@comcast.net

Dave Hitriz Prime Tech International (817) 454-8460 dhitriz@primetechint.com

David Albis Management Consulting, Inc (757) 460-6308 dalbis@manconinc.com

Sharell Moss Workforce Resources (252) 331-1874 smoss@wkforceresoures.com

Michael Harris Automation Precision Technology, Inc. (757) 499-6802 mharris@apt-llc.com

John Joyce Alutiiq (757) 642-4111 jjoyce@alutiiq.com

Christopher Powell The Elocen Group (202) 644-8500 christopherp@elocengroup.com

John Brannis Accent Controls Inc. (816) 888-8767 jbrannis@accentcontrols.com

NNL16ZB1002R

PERFORMANCE WORK STATEMENT

EXHIBIT A

1.0 Scope of Work

The contractor shall provide comprehensive logistics services covering all aspects of general transportation and delivery, fleet management and vehicle maintenance, stores stock support, property disposal and storage, shipping, receiving and materials management, equipment management, furniture management, recycle program and carpet installation. Warehousing facilities totaling approximately 85,000 square feet in 15 facilities on Langley Research Center (LaRC) are provided on-site to support vehicle maintenance, materials management, equipment management, warehouse operations, property disposal, and recycle program operations.

Contractor personnel may be required to travel to temporarily provide services off-site.

2.0 General Requirements

The following is a listing of general requirements which apply to all aspects of the Performance Work Statement (PWS).

2.1 Overview

The contractor shall provide all resources, personnel, vehicles, equipment, and materials necessary to the performance of the work areas identified in Sections 3.0 and 4.0, except as may be expressly stated in this PWS or identified in Section G of the contract as provided by the Government.

2.2 Hours of Operation

The services and products required under this contract shall be provided for on-site facilities at LaRC from 7:30 am to 4:00 pm on weekdays, with the exclusion of Government holidays as defined in the contract.

2.3 Laws and Regulations

All activities shall be performed in accordance with the Applicable Laws, Regulations, Standards and Directives (Exhibit C). All vehicles shall be operated in compliance with Virginia Department of Motor Vehicles laws and regulations. All Drivers shall have and continuously maintain throughout the period of performance proper and valid state licenses, commercial driver’s license (CDL) and applicable endorsements, for requisite equipment being operated and CDL with hazardous material transport endorsements for Drivers operating gas cylinder delivery trucks.

2.4 Personnel

The contractor shall provide on-site staff to manage the services provided by its personnel.

The contractor shall provide qualified and fully trained personnel to provide the services required by this PWS. The contractor shall ensure its employees maintain all job specific certifications, training qualifications, and skills required for effective and efficient performance of the duties outlined in this PWS. The contractor shall provide cross training to ensure areas are covered during personnel absence. Contractor personnel shall have a working knowledge of the Special System Requirements (Exhibit D).

All contractor personnel shall identify their company affiliation when answering or making telephones calls, sending emails and when attending meetings where Government personnel or representatives from another contractor firm are present. The Government will provide all contractor personnel with a LaRC contractor Employee Badge, which shall be worn at all times while on LaRC.

2.5 Work Control

The contractor shall establish and maintain a current and effective system of work control and scheduling, customer support, and problem follow-up and resolution. The contractor shall develop, maintain, and follow operating procedures in accordance with NASA policies and procedures. These procedures shall be delivered to the Government for review and approval within 30 calendar days after contract award. The contractor shall update these procedures within 30 days of notification of NASA policy/procedure changes and submit to the Contracting Officer Representative (COR) for annually review and approval.

3.0 Sustaining Logistics Services (CLIN X001)

The contractor shall perform the following:

3.1 General Transportation and Delivery Services

The contractor shall perform all aspects of complete transportation and delivery services including, but not limited to, coordinating, scheduling, dispatching of general transportation, pickup and deliver mail, personnel relocation services (office moves on-site), and furniture delivery services. The contractor shall:

3.1.1 Provide bus service using a Government provided bus for on-site and local area

(within a 50 mile radius) tours and events (approximately 84 transportation requirements annually). Approximately 15% of these requirements may occur during off-shift hours, and weekends. The duration of the events will vary. When bus services are required and a Government provided bus is not available, the required services shall be supported under the IDIQ CLIN.

3.1.2 Pick-up and delivery of equipment, materials, and supplies, including hazardous materials, and sensitive instruments, to and from approximately 179 on-site facilities and approximately 6 near-site (within approximately a 15-mile radius) locations. Drivers shall load and off-load all cargo. There are also approximately 25 forklift requests for relocation of 1,000 cylinders annually. Relocate cargo and compressed gas trailers on-site/off-site.

3.2 Personnel Relocation

The Contractor shall accomplish relocation of office furnishings, equipment, and associated items to facilitate relocating personnel on and near Center (approximately 16,000 pieces annually, 200 moves, and approximately 750 personnel). The Contractor shall:

3.2.1 Schedule the relocation of office furnishings, equipment, and associated items using the LaRC Electronic Move Tool, a Government provided automated web-based system. The contractor shall be responsible for entering and updating:

schedules, and the status and amount of equipment relating to each request.

3.2.2 Maintain a move schedule in the Move Tool. Assign a move date within 5 business days of the Government Facility Utilization Officer’s approval in the Move Tool.

The contractor shall adjust move schedule dates upon concurrence from the Facility Utilization Officer or their designated representative.

3.2.3 Accomplish moves without damage to furniture or equipment, boxes, or containers.

The contractor shall not be responsible for damage resulting from inadequately packed boxes or containers.

3.2.4 Move general furnishings (furniture and equipment) and not specialized test, research, scientist, or other laboratory type equipment.

3.2.5 Within 2 business days after completing the move, the contractor shall close out the move in the Move Tool by updating the appropriate fields. This shall include annotating the actual number of items (boxes, computers, telephones, furniture, network peripherals, others) moved in the requested field in the electronic Move Tool.

3.3 Mail Management

Operate the LaRC mail processing and distribution program from a Government-provided on-site Mail Center in Building 1177. The Contractor shall:

3.3.1 Scan all incoming mail using the Government-provided x-ray machine. The annual average number of incoming pieces of mail is approximately 260,000.

This number includes 242,000 pieces of standard mail (flyers, catalogs, etc.)

which are not delivered to the addressees and shall be discarded. This number also includes approximately 85 pieces of Certified Mail, 15 pieces of Registered Mail, 5 pieces of Insured Mail, and 18,000 pieces of mail to be delivered on Center. Notify addressee and coordinate pickup/delivery for overnight or express mail within 1 business day.

3.3.2 Research and resolve undeliverable as addressed mail within 3 working days of receipt.

3.3.3 Perform scheduled mail/package pick-up and delivery 3 times per week to approximately 218 on-site mail stops; 2 times a week to approximately 9 near-site mail stops; and a daily pick-up and delivery to approximately 9 mail stops within New Town, Building 2101. Relocate mail bins to new mail stop locations when necessary and pick up mail bins when mail stops are deleted when notified by the Government Mail Manager.

3.3.4 Maintain and update the LaRC Mail Stop database.

3.3.5 Operate a Government-provided metered mail system to meter outgoing mail daily.

The average annual number of outgoing pieces of metered mail is approximately 3,800. This includes 120 pieces of Certified Mail, 30 pieces of Registered Mail and 200 pieces of International Mail (based on FY 15 mail consumption).

3.4 Fleet Management and Vehicle Maintenance

The contractor shall perform on-site fleet management, annual inspections and preventive maintenance (PM) for each of LaRC’s Government-owned vehicles, equipment and trailers (Exhibits E, G and H) and provide all resources and services required to repair fleet vehicles as required by this section of the PWS. The contractor shall furnish all labor, tools, supplies, repair parts, lubricants, filters, and other needed supplies and equipment to perform timely and effective vehicle repairs and inspections and PM. The contractor shall operate a Government-provided on-site vehicle service facility to perform timely vehicle repairs on LaRC. Provide qualified staff to perform the inspections, PM, and repair services to operate the vehicle service facility on all LaRC business days between the hours of 7:30 am and 4:00 pm. The contractor shall:

3.4.1 Perform Vehicle Inspections and Annual PM. Perform complete annual vehicle inspections and associated repair services in the Government- provided facility.

Preventive maintenance is defined as the visual and operational inspection of all working components of the vehicles and equipment listed in Exhibits E, G and H, and the associated repairs and adjustments in accordance with the Original Equipment Manufacturers (OEM) instructions and specifications. Vehicle and equipment types include, but are not limited to, sedans, pickup trucks, vans, stake-body trucks/step vans, aircraft "tugs", forklifts, aerial work platforms, scissor lifts, trailers, pumps, generators, and bicycles. The vehicle fleet, including trailers and equipment, is outlined in Exhibits attached to the RFP.

Notwithstanding PM intervals defined in OEM guidance, perform PM services listed below, annually and in accordance with the OEM’s specifications and appropriate manufacturers’ manuals and in accordance with best practices of the trade. Perform all repairs that are necessary based on the inspections conducted.

The average annual number of vehicles, trailers and equipment requiring scheduled preventive maintenance is 244, and requiring non-scheduled maintenance repair is 214. Annual inspections and PM include the following, but are not limited to:

Inspect chassis Lubricate chassis – all points Change engine oil and filter Change transmission oil and filter Change differential/transaxle lubricant Inspect and fill chassis lubrication fluid levels Inspect wheel bearings (clean, repack, adjust) Inspect tires (check tire condition, air pressure/tread depth, rotate, wheel balance) Inspect engine (C1 performance analysis, spark plugs, air filter, fuel filter, PCV valve, crank case filter, canister filter) Inspect emission control system Perform exhaust analysis Inspect brakes (inspect brake system, fluid level/condition, flush/bleed/adjust brake system, adjust parking brake) Inspect cooling system (level/condition, antifreeze protection, pressure test, radiator cap, hoses/clamps/thermostat, power flush, heater operation)

Inspect drive belts (fan/accessory belts, crankshaft/timing belt, bolt tension/adjustment)

Inspect battery and electrical system (electrolytes level, condition, connections/cables, battery protection treatment)

Inspect air conditioner (performance test, discharge evacuate recharge, A/C filter-drier, leak test)

Inspect steering suspension Inspect exhaust system Inspect lighting/horn (lamps/bulbs, aim head lamps, horn operation) Inspect windshield (washer level/operation, wiper refills/blades, glass) and fill washer fluid Complete State Inspection (safety, exhaust emissions, vehicle registration, safety factors (aftermarket modifications) Inspect lift gates/devices for operation and safety, Inspect vehicle interior (clean and free from debris, and free from unauthorized gas cans/fuel on board)

3.4.2 Perform fleet repairs and service calls for the fleet of Government owned vehicles outlined in Exhibits E, G and H. Service calls are defined as a non-routine or non-regularly scheduled service. Repair services are defined as accomplishing the operations that are required and authorized to restore a vehicle to serviceable condition. Repairs consist of, but are not limited to, repair or replacement of unserviceable parts, assemblies, sub-assemblies, and electrical components, automotive air conditioning repair, manual transmission work, clutch replacement, brake work, exhaust work, fuel systems work, transmission, engine and power train overhaul, alignments, automatic transmission, glass replacement, paint, injection pumps and hydraulic tank work.

Provide recommendation to place a vehicle out of service as required. The average annual number of vehicles, trailers and equipment requiring service calls is 208.

The contractor shall have a maximum of 3 business days to complete the repair from the time the determination is made that a repair is needed, provided the spare parts are available. The contractor shall provide the COR written justification for any delays to the repairs that exceed 3 business days, and indicate the delivery date for the parts/supplies that are required. The contractor shall not perform any repairs that exceed $1,500 without prior written approval of the COR. The contractor shall submit a written price estimate (parts and labor hours) and estimated repair timeframe as soon as possible, but not later than 3 business days from work notification. Prior to proceeding with the repair, the COR will determine if the repair is cost effective and will approve or disapprove the repair. The contractor shall notify the COR if latent problems are discovered. The COR will then notify the contractor whether to proceed with the repair. The Government will not be responsible or obligated for any repair expenses for which the contractor did not receive prior approval from the COR.

The Government will issue a task order under CLIN 0003 for any repair that the Government determines the contractor shall not perform at the LaRC on-site vehicle service facility.

3.4.3 Schedule and record all vehicle maintenance and fuel use for Government-owned vehicles using the existing Government-provided MAXIMO Fleet

Management System, a stand-alone automated system used to record the profile of each Government vehicle, trailer, and equipment in the fleet (i.e., make, model, year of the vehicle; maintenance; repair transactions and costs;

fuel consumption and costs; and parts inventory). Services include scheduling and issuing general-purpose vehicles, providing response to on-site service calls and entering data into MAXIMO.

3.4.4 Track Government-provided fuel usage using the existing AFC/Phoenix Fuel

Management System.

3.4.5 Maintain an adequate inventory of repair and spare parts and supplies required to perform PM and repair of vehicles or equipment. Inventory shall include, but not be limited to: oils, greases, lubricants, belts, hoses, filters (fuel, oil, & air), gaskets, and other parts and supplies to prevent out-of-service situations. The Government shall reimburse the contractor under CLIN X002 for the actual cost of spare parts and supplies.

3.4.6 Use parts and materials that are new and conform to the OEM or re-manufacturer's specifications unless approved by the COR. Rebuilt assemblies may be used with prior approval of the COR when it is a standard industry practice, and the rebuilt assembly or subassembly carries the same manufacturer's or re-manufacturer's warranty as a new assembly or subassembly. Any part removed is Government property and shall be returned to the NASA Vehicle Maintenance area unless the replacement part is predicated upon an exchange basis with the part being replaced.

3.4.7 Input the required data into the Federal Automotive Statistical Tool (FAST) for all

Government-owned vehicles on an annual basis. Purchase and utilize recycled/bio-based products (i.e., retreads, motor/lubricating oil, fluids, and lubricants) in accordance with The Farm Security and Rural Investment Act, and other Federal laws, as applicable, and report the purchases to the appropriate NASA contact annually. Maintain a recycling program for products used at LaRC, including but not limited to, disposition of used oil, batteries and purchase of retread tires, recycled oil, fluids and lubricants.

3.4.8 No more than 100 tires shall be stored in the storage yard. Maintain an accurate inventory of used tires and schedule a pickup to avoid exceeding 100 tires.

Reference 9 VAC 20-81-95(D)(12).

3.4.9 Manage and maintain motor pool vehicle assets; schedule, inspect, and clean as required.

3.4.10 Manage and properly use hazardous materials used in the performance of vehicle maintenance. Maintain Material Safety Data Sheets for products used.

Utilize, including input and update to assure accuracy of, NASA’s Chemical Material Tracking System, an automated web-based system.

3.4.11 The contractor shall adhere to all applicable Environmental Management requirements to include, but not limited to, the following:

(a) Contractor employees who handle oil or hazardous waste shall attend annual Waste Management Training provided onsite by the Government.

(b) Contractor shall manage the used oil drums by storing them on spill pallets with weatherproof covers (if stored outside).

(c) Air Permit Compliance: Contractor must track quantity of solvent added to and/or removed from the solvent parts washer at Building 1199 and report this quantity monthly to the Standard Practice and Environmental Engineering Branch (SPEEB).

(d) Compliance with National Emission Standards for Hazardous Air Pollution

(NESHAP) for Gasoline Dispensing Facilities (40 CFR Part 63 Subpart CCCCCC): Contractor must maintain records of all gasoline and E-85 fuel deliveries and have these records available for regulatory inspection.

Records shall be kept for a period of 5 years. Contractor must maintain records of all gasoline and E-85 dispensed from the fuel pumps at Building 1199 and provide a monthly summary to the LaRC Environmental Management Branch Head.

(e) Compliance with Clean Air Act Sections 608 (Stationery Refrigeration and Air

Conditioning) and 609 (Motor Vehicle Air Conditioning): Contractor shall be fully compliant with the applicable requirements of Section 609 of the Clean Air Act. The Contractor shall perform all tasks required by 40 CFR Part 82 Subpart B, Servicing of Motor Vehicle Air Conditioners. Technicians performing work on motor vehicle air conditioners shall be trained and certified per Section 609 of the Clean Air Act.

(f) Aboveground Storage Tank (AST) Responsibilities: Contractor shall perform and document monthly inspections of the 300-gallon Motor Oil AST and the 6,000-gallon E-85 AST using NASA Langley Form 410 (Monthly AST Inspection Checklist.) The completed inspection checklists shall be submitted to the SPEEB monthly. The contractor shall initiate/arrange for repairs, as necessary, to the ASTs based on results of the monthly AST inspections. Examples of potential repairs include, but are not limited to:

repairing/replacing tank liquid level and/or leak detection gauges, repairing/replacing electronic tank monitoring probes or control box on the E- 85 tank, repairing/replacing deteriorated hoses or rusted piping.

(g) Underground Storage Tank (UST) Responsibilities: Contractor shall monitor and maintain the electronic UST Monitoring System at Building 1199. Contractor shall ensure that the printer paper roll is replaced as necessary and that any alarm panel light bulbs are replaced if they burn out. Contractor shall test the operation of the UST leak detection control panel warning system monthly by depressing the “Test Button” switch located on the front of the control panel to verify that each circuit is operational.

Contractor shall perform and document annual testing of the interstitial monitoring sensors and system on the USTs and underground piping to ensure that sensors are working properly and that alarm system is working properly. Contractor shall maintain documentation of the annual testing. Records shall be kept for a minimum of 1 year. Contractor shall perform a leak detect test on the USTs quarterly. The leak detect test shall be performed using electronic UST Monitoring System and performed when no dispensing is taking place and when no deliveries are being made. The leak detect test should be run for a 5-hour period at a minimum. Any failures of the leak tests shall be reported to SPEEB. Contractor shall keep records of completed leak detect test results. Contractor shall ensure that all personnel operating USTs are trained in accordance with Virginia DEQ Regulation 9 VAC 25-580-125 (Operator Training). Trained operators shall be readily available to respond to suspected/confirmed releases, other unusual operating conditions and equipment shut-offs or failures.

The contractor shall provide at least one individual that can perform the responsibilities of a “Class A” or “Class B” operator for the USTs as defined in Virginia DEQ Regulation 9 VAC 25-580-125 (Operator Training). The “Class A” or “Class B” operator shall be available for immediate telephone consultation when the UST facility is in operation. A “Class A” or “Class B” operator shall be able to be onsite at the facility within a reasonable time to perform necessary functions. Any UST operators not designated as a “Class A” or “Class B” operator shall receive training for a “Class C” operator.

Operator “Class C” training shall be obtained prior to starting as an Operator C and annually thereafter. More frequent training may be required if there are non-compliance issues as determined by EPA. The contractor shall provide copies of training and determination to SPEEB and maintain a copy for their records.

3.5 Shipping Operations

The contractor shall perform shipping services as follows:

3.5.1 Provide complete shipping services for Government out-bound domestic and foreign shipments, and in-bound shipments to the Center; and between external locations as required by applicable rules and regulations (See Exhibit C).

3.5.2 The annual average number of shipments processed: Small Package Shipments (small packages are any under 150 pounds) -2,000, Motor Freight Shipments - 60, Air Freight Shipments - 15, and International Freight/Small Package Shipments - 40.

3.5.3 Prepare, package, and arrange for shipment of approximately 20 shipments annually containing hazardous materials, dangerous goods and sensitive items in accordance with 49 CFR 174, 49 CFR 177, and other prescribed rules and regulations. Comply with training according to 49 CFR 172 subpart H, Department of Transportation (DOT) HAZMAT training.

3.5.4 Each person who offers transportation by air must be trained according to International Air Transport Association (IATA) requirements and transportation by vessel must be trained in accordance with the International Maritime Organization (IMDG) requirements. Department of Transportation (DOT) HAZMAT training is requested to precede IATA and IMDG training. HAZMAT employees will be required to be trained on the details of the LaRC DOT Security Plan every three years or whenever the plan changes. Also and be familiar with U.S. Customs Training in accordance with 19 CFR Chapter 1.

3.5.5 Obtain permits that are required to traverse local, state, and interstate highways for shipments of oversized loads.

3.5.6 Travel within the local commuting area, approximately 30 square miles, to coordinate shipments and receipts with U.S. Customs in accordance with 19 CFR Chapter 1, U.S. Customs Service.

3.5.7 The contractor shall complete the required Automated Export System (AES) training. The contractor shall file electronic export information (EEI) in the AES using the data provided on the shipping document (LF 52). Update changes to the EEI when notified by Transportation Officer. Maintain LF 52 file and transmitted data associated with the export according to Exhibit C.

3.6 Receiving and Materials Management

The contractor shall offload, inspect, receive, and distribute all in-bound shipments received at the warehouse of non-controlled equipment, stock and non-stock supplies, and materials (approximately 18,000 line items annually). Receive, inspect, tag and distribute all controlled equipment and related components (approximately 1,900 line items annually), whether received centrally, or at user site. User sites include approximately 179 on-site facilities. Receive property and update data in a Government-provided core financial system, SAP. Verify compliance with purchase order/contract specifications and prepare documentation related to Government acceptance or rejection. Process approximately 700 issues of stores stock annually utilizing a Government-provided system, the NASA Material Management Initiative (MMI).

The Contractor shall review Government purchase requests and correct or verify that the proper material group has been assigned. Additionally, the Contractor shall review and validate Government purchase requests over $25,000 to determine items are not currently available at LaRC excess or other NASA Center’s excess.

The contractor shall provide process and procedures training to LaRC site personnel that require the use of stores stock.

3.7 NASA Material Management Initiative

The Contractor shall process material management transactions affecting inventory balances adjustments directly in SAP which updates the Online Supply Catalog and Reservation (OSCAR) system. LF 55F, LaRC Stock Issue and Turn-in Slip, is used to record all SAP issues for materials management. The contractor shall:

3.7.1 Receive, store, and update SAP for stores stock inventory. Stores stock consists of moving boxes, packaging tape, and cylinder gases maintained at the Building 1206 facility. Additionally propellants are delivered directly to the storage facilities and issues are processed after deliveries are made (e.g., propane, liquid nitrogen, liquid oxygen, automotive fuels). Note that automotive fuels are maintained and issued from program stock.

3.7.2 Receive and process approximately 700 requests for stores stock received on

LF55F requests. Receive and process approximately 36 requests for program stock (automotive fuels) per year.

3.7.3 Process stock issues in SAP from customer submitted LF55F requests.

Coordinate pickup and delivery date within 1 business day of receiving a customer’s request for stores stock. Deliveries shall be accomplished between 7:30 am and 4:00 pm on the scheduled day.

3.7.4 Perform physical inventories on stores, standby, and metal program stock, approximately 500 line items total, in accordance with prescribed regulations.

Identify and research inventory discrepancies, analyze results, and recommend corrective actions.

3.7.5 Perform physical inventories on approximately 10,000 items of Avionics/Aircraft

Program Stock in the NASA Aircraft Maintenance Information System, NAMIS, in accordance with prescribed regulations.

3.7.6 Provide training to LaRC on-site personnel who use SAP to maintain program stock assets.

3.8 Equipment Management

The contractor shall enter and update data in the NASA Integrated Asset Management Property, Plant and Equipment (PP&E) System database, maintaining accurate and standardized data elements in the equipment master record (approximately 18,000 transactions annually). The contractor shall:

3.8.1 Create and distribute 10 reports from the NASA PP&E System’s Business Objects Application as requested by the NASA Equipment Manager.

3.8.2 Coordinate, track and process transactions in SAP for shipments of controlled property as annotated on all shipping documents, which includes but are not limited to, inbound or outbound loans and leases of Government property, property out for repair, borrows to/from other NASA Centers, outbound loans of Government property, and monitor expiration dates annotated on the shipping documents.

3.8.3 Perform follow-up to ensure the end user accepts accountability of all equipment transactions. Reconcile approximately 2,400 shipping documents with the PP&E database annually to ensure all equipment is returned to LaRC. Process all equipment trade-in transactions.

3.8.4 Conduct a 100% annual equipment inventory of approximately 26,000 items per

NPD 4200.1C and NPR 4200.1G.

3.8.5 The contractor shall support the current controlled equipment inventory cycle to ensure that LaRC meets the Agency’s Minimum Loss Rate.

3.8.6 Establish an inventory schedule to ensure that monthly progress reflects a projected timely completion of the cycle to include inventory, reconciliation and close out. The contractor shall report planning and scheduling of inventories to the LaRC Equipment Manager. The contractor shall develop and direct corrective action plans when inventory discrepancies are identified. The contractor shall produce weekly reporting criteria to be delivered directly to assigned Government representative.

3.8.7 Provide property custodians (Government or other Contractor personnel) comprehensive account data in advance of scheduled inventories. Also provide property custodians account discrepancies discovered during inventories, and final results of inventories.

3.8.8 During the equipment inventory the Contractor shall perform the following functions:

Verify that recorded equipment is on hand Confirm current location and custodial responsibility Identify unrecorded equipment that qualifies for control Locate missing equipment or coordinate with End User to have a Property

Survey Report prepared for items not located Identify unused or underutilized equipment Identify equipment in need of repair Provide property custodians with account discrepancies reports that are discovered during inventories, and final results of inventories.

Provide a monthly status to the equipment manager to include the percentage of completion, number of items located and number of missing items.

Provide a monthly status to the equipment manager on Radio Frequency Identification tagging to include percentage of completion, number of items tagged and number of items that remain untagged.

3.8.9 Attend Property Survey Review Board and provide feedback as necessary regarding Property Survey Reports.

3.8.10 Provide final results of inventories to the Supply and Equipment Management

Officer (SEMO), and the Equipment Manager. Close the complete inventory cycle within established schedules. Prepare a comprehensive final inventory report documenting overall results to the SEMO and Equipment Manager.

3.8.11 Maintain property survey records (NF 598) that document the investigation and disposition of lost, damaged, or destroyed Government property.

3.8.12 Maintain the existing Equipment Control Number (ECN) Register. Maintain adequate supply of Government-provided equipment control tags to include Radio Frequency Identification (RFID) tags.

3.8.13 Use the Government provided RFID system for enrollment, inventory and accountability of controlled equipment items. Provide user support of the system to the Government and ensure the software allows the Logistics Management Branch (LMB) to conduct Agency required annual controlled equipment item’s inventories with a high degree of accuracy.

Provide regular updates on the systems reliability and make recommendations to the LMB Branch Head, LaRC SEMO, LaRC Equipment Manager, and the RFID system developer as required.

3.9 Property Storage and Disposal

The contractor shall perform property disposal services including receipt and inspection, storage, warehousing, retrieval and issuance, inventory control, and housekeeping as follows:

3.9.1 Process approximately 5,000 items of excess and surplus property annually for reutilization, transfer, sale, and disposal in accordance with applicable standards. Receive and enter items in the NASA Integrated Asset Management Property, Plant, and Equipment (PP&E) DISPOSAL component, and reported to the General Services Administration (GSA) through DISPOSAL.

3.9.2 Upon receipt of property containing hard drives and all other forms of digital media, remove and dispose of media in accordance with NASA ITS-HBK-0035, Digital Media Sanitization, and NPR 4300.1 using Government provided industrial shredder equipment to destroy the media.

3.9.3 Separate and sort property based on its reutilization potential utilizing the following order of priority:

Redistribution on-site Distribution to other NASA Centers Distribution to other Government activities Transfer to school districts and other eligible recipients Potential for exchange (trade-in) Open market sale Lack of potential usefulness (i.e., property that should be scrapped)

3.9.4 Provide storage services for materials, supplies, and equipment in Government provided on-site warehouse facilities. The contractor shall process storage transactions in the Government-provided Langley Storage System relating to receipt, issue, and tracking of materials, supplies, and equipment, approximately 250 transactions annually.

3.9.5 Prepare surplus property for NASA sale and group into lots to minimize the cost of the sales process while obtaining an optimum level of sales receipts.

3.9.6 Control all property for its protection and safeguarding until it is reutilized, transferred, or otherwise disposed of in accordance with applicable standards.

3.9.7 Update status of property in the NASA PP&E System DISPOSAL from receipt to final disposition and process all associated documentation. Create and deliver approximately 20 reports weekly from the NASA PP&E System Business Objects Application as requested.

3.9.8 Provide screening services by locating items requested by NASA LaRC organizations through federal surplus programs.