Parts Washer Paint Gun Cleaner Service PWS.docx

Performance Work Statement for Inland Technologies Industrial Parts Washers and Automatic Paint Gun Cleaners Service at Coast Guard Base Elizabeth City, NC

1.0 INTRODUCTION

1.1 The Contractor shall provide all supervision, Hazwoper Certified and Qualified personnel, equipment, tools, materials, vehicles (with the exception of those items listed in Section 3.1 of this contract) and all other items necessary to perform service of Government-owned Inland Technologies industrial parts washers and automatic paint gun cleaners at U.S. Coast Guard Base Elizabeth City, NC. Industrial parts washers are defined as cleaning systems that remove oil, grease, dust, debris or other contaminants from the surfaces of components. Automatic paint gun cleaners are defined as automatic cleaning systems that remove epoxy aircraft primers and paints from paint spraying equipment. Paint spraying equipment is defined as high volume low pressure (HVLP) paint guns, nozzles, fittings, paint pots and other items necessary to spray paint aircraft. Services shall be provided through-out the Base Elizabeth City complex. The Contractor shall perform all services in accordance with (IAW) this Performance Work Statement (PWS), as well as applicable local, state and federal regulations and Base Instructions.

1.2 The term “unit” shall be used to identify industrial parts washers and automatic paint gun cleaners, collectively, as defined and used throughout this PWS.

1.3 The Contractor shall ensure that these services are performed in a manner that ensures the health and safety of federal employees and members of the public; and, both the safe conditions and esthetic appearance of federal buildings.

2.0 BACKGROUND

2.1 The responsibilities of the Base and its tenant commands are to provide depot level maintenance to USCG aircraft, perform search and rescue operations by land and sea, train USCG personnel and maintain USCG facilities in a safe and environmentally friendly manner. Safety and Pollution Prevention goals of the complex require that parts cleaning be performed in a manner to promote the safety and health of personnel and reduce the amount of hazardous waste generated as much as technically possible. To accomplish this, it is essential that the equipment and facilities of the areas specified herein receive required service.

2.2 The Base Elizabeth City normal working hours are Monday through Friday, 7:30 a.m. to 4:00 p.m., except for federal holidays. Services shall be provided between these hours unless otherwise approved by the Contracting Officer (KO) or the Contracting Officer’s Technical Representative (COR).

3.0 SCOPE

3.1 Government Furnished Equipment

A. The Government shall supply the use of a forklift and a qualified forklift driver for moving units and drums, B. The Government shall supply waste containers for the collection of waste materials, C. The Government shall supply filters and solvent for all Government furnished Inland Technologies units, D. The Government shall supply the use of a drum pump, E. The Government shall supply the units of equipment, listed in Annex 2, to be serviced at fixed locations.

F. The Government shall supply proper disposal of all associated waste.

3.2 The Contractor and the COR shall conduct a joint inventory before commencing work under this contract to determine the exact location, condition and serviceability of units furnished by the Government. (The Government shall provide to the Contractor a written inventory, including manufacturer, model number, serial number and location of all Government furnished units to be serviced.) The joint inspection shall identify and document pre-existing damage or serviceability issues. The Government will then either make required repairs or replace the unit(s) in question in coordination with manufacturer’s warranty (units are Inland Technologies brand and are covered under a lifetime warranty as long as Inland Technologies parts and solvents are used). Once all units are considered ready-for-use by the Contractor and the COR, the Contractor shall assume maintenance and repair responsibilities for any and all damage to the Government furnished units as a result of Contractor’s negligence or improper use, other than normal wear and tear. Government furnished units shall not be removed from Base Elizabeth City complex unless approved by COR in writing.

3.3 Service Requirement.

The Contractor shall provide service to all units on a quarterly basis. Scheduled service shall be pre-arranged with the COR and should be scheduled every thirteen weeks. See Section 5.0 Technical Requirements. In the event of a malfunction of units the COR shall notify the contractor. The Contractor shall arrange for unscheduled repair services to be performed within 72 hours of the first report of the malfunction.

If during the performance year, the quantity of actual services under CLIN XXXX through XXXX is less than scheduled, the Government will de-obligate excess funds from the contract. The Contractor will only be paid for actual work.

The base year shall be one (1) year from the time the written Notice to Proceed is issued with an option to renew for a period of four (4) option years at the discretion of the Contracting Officer.

4.0 APPLICABLE DOCUMENTS

4.1 The Contractor shall comply with all federal, state and local environmental protection statutes and regulations, BASE/HMF permits and plans, as well as applicable US Coast Guard instructions and directives pertaining to the services required herein and to the conduct and qualifications of personnel in performance of this contract. The Contractor shall utilize safe products and equipment and qualified personnel to ensure the health and safety of all are in compliance with Environmental Protection Agency (EPA) and Occupational Safety Hazard Administration (OSHA) regulations. The Contractor shall obtain and submit, as required by Section 6.0 Deliverables, all necessary licenses and permits required for the execution of the services; and shall maintain such licensing through the term of the contract.

4.2 The Government will provide all publications listed upon request of the Contractor. Supplements or amendments to listed publications may be issued during the life of the contract. The Contractor shall immediately implement those changes, which result in a decrease, or no change in the contract price. The Government will also provide the forms listed which are needed for daily operations. Upon completion of the contract, the Contractor shall return to the Government all issued publications and unused forms.

As necessary

Miscellaneous Forms

As necessary

As necessary

5.0 TECHNICAL REQUIREMENTS

5.1 Other than the listed Government furnished equipment, the Contractor shall furnish all necessary equipment, materials and supplies to perform under the terms and conditions of this contract. The Contractor will not have access to office space/ operational areas (except equipment locations determined by the Government and furnished by the Contractor), equipment, utilities or any Government materials. All Contractor furnished equipment, materials and supplies shall be subject to the inspection and approval of the COR prior to and during the life of the contract. Upon completion of the contract, all Contractor furnished equipment shall be removed from the sites prior to approval of the final payment.

5.2 Personnel. Contractor personnel shall present a neat appearance and conduct themselves professionally and competently at all times while onboard Base Elizabeth City.

A. Employment Validation: The Contracting Officer may restrict the employment of any Contractor employee, or prospective employee, and may direct the Contractor to remove any employee from the Base Elizabeth City if such action is deemed in the best interest of the Government.

B. Contractor shall provide a service technician qualified to perform service, maintenance and repair on Government-owned units (manufactured by Inland Technologies).

5.3 Maintaining Units. In the event repair or replacement is necessary, units shall be returned to their original location after servicing, in an upright position with the lids securely in place (closed). The Contractor will also be responsible for immediately cleaning up any spills, debris, etc. which may occur during serving of the units. All clean up materials shall be containerized by the Contractor and submitted to the COR and Environmental Compliance Office (ECO) for proper disposal. Damage to grounds, buildings and other Government property resulting from Contractor’s employees’ performance shall be promptly repaired by the Contractor at no cost to the Government. Failure to promptly repair aforesaid damage will result in the contactor being responsible and charged for damages.

5.4 Quarterly Service for Industrial Parts Washers. Quarterly service shall include,at a minimum:

A. preventive maintenance – wipe down outside of unit, replace light bulbs as necessary (on units with light fixtures), check operation of brushes/hoses and replace as necessary to keep the unit in good working order (Contractor’s Service Technician shall have a supply of commonly needed replacement parts available during service visits), check operation of foot pedal and repair if necessary, assess condition of solvent and replace only if necessary (COR must give approval prior to complete replacement of solvent), check unit for leaks and repair as necessary, check for corrosion/pitting and note areas of concern on service report, check lid for proper and complete closure and repair as necessary, check filters and replace as needed, ensure filtration devices are operational and top off each unit to appropriate level with fresh solvent, B. reclaim and containerize spent parts washer solvent (once approved by the COR) and/ or filters and submit to COR and ECO Waste Manager for proper disposal, C. perform other repairs, as necessary, to keep units 100% operational.

5.5 Quarterly Service for Automatic Paint Gun Cleaners. Quarterly service shall include, as a minimum:

A. Preventive maintenance – wipe down outside of unit, check operation of brushes/ hoses/ nozzles and replace as needed, (Contractor’s Service Technician shall have a supply of commonly needed replacement parts available during service visits), check operation of foot pedal and repair if necessary, assess condition of solvent and replace only if necessary (COR must give approval prior to complete replacement of solvent), check unit for leaks and repair as necessary, check for corrosion/pitting and note areas of concern on service report, check lid for proper closure and repair as necessary, check filters and replace as needed, ensure filtration devices are 100% operational and top off each unit to appropriate level with fresh solvent, B. Reclaim and containerize spent automatic paint gun cleaner solvent (once approved by the COR) and/ or filters and submit to COR and ECO Waste Manager for proper disposal, C. Perform other repairs, as necessary, to keep units operational.

5.6 Semi-Annual Service for Industrial Parts Washers and Automatic Paint Gun Cleaners. This additional service shall be performed during the first and third service visits (see Sections 5.4 and 5.5 above). Semi-annual service shall include removal of sludge/ sediments in the bottom of solvent reservoirs. The Contractor shall containerize the sludge and submit to COR and ECO Waste Manager for proper disposal.

5.7 Transportation.

A. The Contractor shall be responsible for delivery of Contractor furnished equipment to Base Elizabeth City. All transport shall be in compliance with Department of Transportation regulations.

B. Transportation and expenses of Contractor’s representatives, including technical and administrative, shall be the responsibility of the Contractor. All Contractor vehicles shall be maintained to present a clean and neat appearance. The Commanding Officer may direct the removal of objectionable vehicles from the installation.

C. While waste is in transport is shall be tightly sealed, properly labeled and firmly secured in the contractors vehicle until it is removed for disposal at the BASE TSD.

1.) Licensing and Proof of Insurance: The Contractor shall provide the Government representative all proper licensing and insurance paperwork. The Contractor shall also maintain these documents in the vehicle intended for use at all times.

2.) Driver Requirements: Contractor personnel driving onto the installation shall present a valid driver’s license to the Base Security Officer prior to admittance to the installation.

3.) Vehicle Requirements: The Contactor shall request, obtain and properly use vehicle passes for all vehicles used in the performance of this contract.

5.8 Security Requirements. The Contractor shall comply with all security requirements. The Contractor shall be responsible for the security of his service areas in cooperation with the Base Security Office.

A. Access to the Installation: Contract personnel must present to the Base Security Office (front gate) a photo identification prior to entry onto the Installation.

B. Identification Badges: The Base Security Office may issue Contractor personnel identification badges. Any badge issued by the Base Security Office shall, at all times, be displayed on the outer garments above the waist. Badges shall be turned in to the Base Security Office upon completion of service.

C. Access Denial: The Base Commanding Officer reserves the right to deny entry to any person upon disclosure of information that indicates the individual’s continued entry is not in the best interest of the Government. Additionally, the violation of, or derivation from established security procedures by the Contractor may result in the confiscation of any issued badge(s) and the denial of future entry to the Installation.

D. Lost Badges: The Contractor shall immediately report the occurrence of lost badge(s) to the Base Security Office and the COR.

E. Security Costs: All costs incurred by the Contractor associated with security requirements, including routine entry/ exit delays due to contingencies or exercises, are to be anticipated by the Contractor and shall be included as part of the contract.

5.9 Work Schedule/ Plan. The Contractor shall schedule work so as to cause the least interference with normal occurrence of Government business. The Contractor shall establish a plan for a service schedule, to be submitted to the COR for approval within fifteen (15) calendar days after award of the contract. Approved schedules shall be adhered to, and all proposed changes shall be approved by the Contracting Officer or COR and ECO Waste Manager at least three (3) business days in advance of the changes.

5.10 Holiday Schedule. When a scheduled service visit falls on a holiday, the scheduled service shall be made on the following workday unless other arrangements are made in advance with the COR.

5.11 Inclement Weather Schedule. During severely inclement weather, service shall be provided in accordance with the established schedule, unless specific approval to delay service is requested by the Contractor and approved by the COR. Such approval will normally be granted only in cases of severe weather affecting transportation from the Contractor’s home to Base Elizabeth City. When approval to reschedule service is granted by the COR and ECO Waste Manager, the Contractor shall arrange to provide service at the next available time agreed upon by the COR.

5.12 Inaccessible Units. All reasonable attempts shall be made by the Contractor to provide service to each unit as scheduled. Should access to a unit be obstructed, the Contractor shall notify the COR or other designated ECO Government representative immediately. If access to the unit is made available prior to the final servicing of the day, the service shall be made. If access is not available, the information should be noted by the Contractor on the service report. The Government shall not be billed for services that were not performed.

5.13 Relocation of Units. The Government has the right to change locations of units during the length of the contract and shall notify the Contractor upon relocation.

5.14 Disposal. The Contractor shall containerize all waste collected in accordance with applicable federal, state and local regulations and Coast Guard instructions. The Government shall provide waste containers and labels to the Contractor during each service visit for the collection of waste. Upon service completion, the Contractor shall submit all waste collected to the COR for proper storage and disposal. At no time shall the Contractor transport wasteofsite, Base Elizabeth City.

5.15 Environmental Considerations. The Contractor shall comply with all applicable federal, state and local environmental laws. The Contractor’s (including the solvent manufacturer and Sub-contractors, if any) environmental compliance history shall be submitted for review prior to award of this contract. The Government has the right to visit the Contractor’s facility at any time during the period of performance. The Contractor shall provide to the CO and the COR a complete summary of all activities, products and services that will be used for the performance of this contract, prior to the commencement of services. Summary shall include detailed descriptions of all activities, products and services proposed; and Contractor and Sub-contractor (if any) information (names, addresses, phone numbers and points of contact).

5.16 Safety Considerations. The Contractor shall comply with all applicable federal, state and local safety regulations.

A. The Contractor shall submit to the CO, ECO, BASE Safety Officere and the COR a site safety plan for performance of this contract. The plan shall be submitted prior to performance of this contract, whenever requested by the CO or changed by the Contractor. At a minimum, this plan shall describe the Contractor’s general safety program and identify specific safety provisions for hazards incidental to the work performed by this contract. It shall also describe any safety measures necessary for shop employees in the vicinity of the work performed by this contract. The COR, ECO and BASE Safety Officerwill review the safety plan, and, once accepted, this safety plan shall become part of the contract requirements.

B. The Contractor shall adhere to Base complex safety instructions while onboard the complex, including use of a face shield or goggles, protective clothing/ apron and gloves when working with solvents.

C. The Contractor shall adhere to Base complex hazardous materials and waste management instructions while onboard the complex. Waste products from the service and maintenance of Government furnished units shall be containerized and submitted to the ECO Waste Manager for proper storage and disposal. Disposal of waste products shall be at no cost to the Contractor.

5.17 Liability Insurance. The Contractor shall provide to the CO and the COR proof of General Liability insurance and Pollution Legal Liability insurance for both the Contractor and any Sub-contractors prior to the commencement of services.

5.18 Duration of Contract Period. This contract shall become effective on 01October 2022 or on the date of award, whichever is lsooner, and shall continue in effect during the period ending 30 September 2023 unless terminated or extended in accordance with other provisions herein.

5.19 Place of Performance. Services performed hereunder by the Contractor shall be performed at the United States Coast Guard BASE/HMF, Elizabeth City, North Carolina.

5.26 Reports. Following each service visit (prior to the departure of the Contractor), the Contractor shall present to the COR and ECO Waste Manager a service report, to include the following information, per unit:

A. Unit identification number or serial number, B. Unit model number, C. Unit location at the Base Elizabeth City, D. Type and amount of consumables (filters, solvents) used, E. Type and approximate amount of waste collected, F. Type of servicing performed, G. Comments and/ or observations about the unit.

6.0 DELIVERABLES

The Contractor shall submit the following deliverables as identified and IAW the table below:

Person to receive Date Required

Contractor Contact List

Licenses and Permits (Section 4.0)) Annually – Updated as needed

Proof of General Liability Insurance Pollution Legal Insurance (Section 5.23)

Service Technician Qualifications (Section 5.2) Annually – Updated as needed

Environmental Compliance History (Section 5.21)

Annually – Updated as Needed

Quality Control Plan (Section 8.0)

days after contract award

Work Schedule (Section 5.14)

days after contract award

Inventory of Government Furnished Furnished Units (Sections 3.3 and 3.4)

commencing work under this contract

Service Reports (Section 5.26)

service visit

7.0 PERSONNEL REQUIREMENTS

7.1 Management. The Contractor shall manage the total work effort associated with the services required to ensure fully adequate and timely completion of these services. Such management includes, but is not limited to, planning, scheduling, document and report preparation, establishing and maintaining records and quality control. The Contractor shall provide an adequate staff with the necessary management expertise to assure the performance of the service required.

7.2 Staffing. The Contractor shall continuously maintain an adequate staff to ensure work is scheduled and completed in accordance with the quality and compliance standards established herein.

7.3 Work Control. The Contractor shall implement all necessary work control procedures to ensure timely accomplishment of work requirements, as well as to permit tracking of work in progress. The Contractor shall plan and schedule work to ensure labor and equipment are available to complete work requirements within the specified time limits and in conformance with contract terms and conditions.

7.4 Safety. Service technicians will be working on a Coast Guard military installation and must be familiar with and obey established fire, safety, environmental and security regulations. All employees shall wear a distinctive badge and utilize the required safety equipment while unit service is in progress. The technicians shall take necessary precautions to prevent safety hazards.

7.5 Protection of Property. The Contractor employees shall protect all personal belongings and properly as they exist in the surrounding area during the course of the work. Any damage caused by the Contractor employees shall be corrected at the Contractor’s own expense. The Contractor will be responsible for repair of any damage incurred to Government property as a result of the work at no additional cost to the Government.

8.0 CONTRACTOR QUALITY CONTROL (QC) REQUIREMENTS

8.1 The quality control program is the driver for product/ service quality in this contract. The Contractor shall develop a comprehensive program of inspections and monitoring actions. The first major step to ensuring a “self-correcting” contract is to ensure that the quality control program approved at the beginning of the contract provides the measures needed to lead the Contractor to success. Once the quality control program is approved, careful application of the process and standards presented in the remainder of this document will ensure a robust assurance program.

8.2 Contractor Quality Control Plan (QCP). The Contractor shall develop, submit and maintain a QCP delineating the Contractor’s quality control program to monitor and control their performance of services. The QCP that is acceptable to the Government and which assures the requirements of the contract will be met, shall be submitted by the Contractor as specified in Section 6.0 Deliverables, herein. The QCP system shall establish and explain in detail how the Contractor will provide quality services in accordance with the PWS. A checklist shall be included in this plan.

8.3 The QC program shall be designed to keep Contractor management and the Coast Guard informed of all issues affecting quality to include timely and effective corrective actions.

8.4 Contingencies. The Contractor shall specify procedures to be implemented in the event of the following situations:

A. Emergency Situations – procedures to be used to obtain additional service personnel.

B. Missed Service – procedures to be used to re-schedule service, in a timely manner.

8.5 Contract Discrepancy Report (CDR). When a discrepancy exists, the Contractor shall be required to complete Block 4 of a CDR, which will be submitted to the Contractor at the time of issuance. The CO will evaluate the Contractor’s explanation and determine the next course of action. The Contractor may request a meeting whenever a Contract Discrepancy Report is issued.

9.0 GOVERNMENT QUALITY ASSURANCE (QA) REQUIREMENT

9.1 Fundamental Government Responsibilities. The COR is responsible for representing the CO in all facets of quality for the services rendered. The designated representative will carry out inspections, reviews and approvals, handle deficiencies and ultimately accept on behalf of the CO. The functions of the COR are identified in Sections 9.2 and 9.3 below. Government personnel other than the CO and COR may observe the Contractor’s operations from time to time. However, these personnel may not interfere with Contractor performance.

9.2 General Quality Assurance Functions. To facilitate the surveillance of the Contractor’s quality program by the Government, the COR will verify Contractor compliance with the designated performance requirements. In addition, for noncompliance and/ or untimely corrective action to deficiencies of specific tasks, the Contractor is subject to re-performance. With this intent, the surveillance approach may not be one that stays the same throughout the duration of the contract. The COR will periodically update the surveillance approach when the need arises. The COR will inspect the Contractor’s QCP regularly for compliance with the requirements herein.

9.3 Specific Quality Assurance Functions. The COR will establish an Inspection Schedule using the Quality Checklist(s) from the Contractor’s QCP. The COR will perform the following qualitative and evaluative functions, which comprise the Government Quality Assurance Surveillance Plan (QASP):

A. Carry out periodic inspections using the Quality Checklist(s) to evaluate the Contractor’s performance to ensure contract services are received. The COR will evaluate the Contractor’s performance through intermittent on-site inspections of the Contractor’s quality control program and receipt of complaints from BASE personnel. The COR may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of related failures discovered during quality control inspections or because of repeated customer complaints. Likewise, the Government may decrease the number of quality control inspections if performance dictates. The Government will also receive and investigate complaints from various customers located on the complex. The Contractor shall be responsible for initially validating customer complaints. However, the COR shall make final determination of the validity of customer complaints in cases of disagreement with customers, B. Report findings resulting from these inspections to the Contractor and the CO, C. Perform quarterly reviews of the Contractor’s reports and records to ensure they adequately reflect the services rendered and quantity of waste disposed, D. If discrepancies are discovered as a result of the periodic inspections, or any other means, use the Contract Discrepancy Report (CDR) to communicate them to the Contractor and follow up to ensure nonconformance is corrected, E. Meet with the Contractor’s manager as agreed to or as often as necessary. The Contractor and COR will sign the written minutes of these meetings, prepared by the COR. Should the Contractor not concur with the minutes, the Contractor shall state any areas of non-concurrence in writing to the COR within five (5) calendar days of receipt of the signed minutes, F. Perform annual and final Performance Evaluations.

9.4 Service Requirements Summary. The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items as identified in the PWS. These requirements are critical to mission success and are identified in the table below:

Performance Objective

Perform quarterly and semi-annual servicing to all Government furnished units in accordance with technical requirements and the established schedule.

Report to COR’s and ECO Waste Manager’s office upon arrival at complex each service day for a pre-service briefing.

Maintain Government furnished units in good and workable condition.

Clean up and containerize all spills and waste materials and submit to COR for proper disposal. A detailed report of any spill shall be provided to the BASE SPCC Manager @ ext. 6356.

Leave serviced units in designated locations, with lids closed.

Report to COR and ECOoffice upon departure of complex (on last day of each quarterly service visit) for post-service briefing.

Provide service report to COR and ECO Waste Manager at each post-service briefing, prior to departure of Complex.

9.5 Quality Assurance Surveillance Plan (QASP). The QASP has been developed to evaluate Contractor actions and is designed to provide an effective surveillance method of monitoring Contractor performance for each listed objective on the Service Requirements Summary. The QASP is based on the premise the Government desires to maintain a quality standard for this service contract. The Contractor, not the Government, is responsible for management and quality control actions to meet the terms of the contract. The role of the Government is quality assurance to ensure contract standards are achieved.

Annex 1 Contract Line Items

10001 Service and Preventive 4 EA 31 Maintenance for Inland Technologies Industrial Parts Washers and Paint Gun Cleaners

Parts Washers and Paint Gun Cleaners

Annex 2

Government Furnished Industrial Parts Washers and Automatic Paint Gun Cleaners

IPW = Industrial Parts Washer PGC = Automatic Paint Gun Cleaner