Performance Work Statement -MHE Aug2021.pdf

Revised AUGUST 2021

Performance Work Statement (PWS)

Maintenance and Repair of Material Handling Equipment (MHE)

1 Introduction Maintenance and Repair of Material Handling Equipment (MHE) at various Defense Commissary Agency (DeCA) locations.

1.1 Scope

Provide Preventive Maintenance (PM) and unscheduled repair of MHE, as identified, located at DeCA commissaries and/or Central Distribution Centers (CDC).

1.2 Definitions

A. Contractor: The party to a contract who is responsible for providing the contracted services.

B. Material(s)/Part(s): Includes all items which enable the equipment listed to operate in accordance with manufacturer's recommendations. Such items may include but are not limited to: batteries, filters, belts, hoses, tires, and various fluids. Fuel, of any type, is not provided via this maintenance contract. Any part or material which individually costs five dollars ($5.00) or less shall be absorbed in the contractor’s overhead; regardless of quantity purchased or used.

C. Material Handling Equipment: For coverage purposes this PWS will cover the following types of equipment:

Repair and PM (DeCA CED Numbers):

• CED 1R05-A: Pallet Jack, Electric Walkie (4500-5000 LB Capacity)

• CED 1R05-B: Pallet Jack, Electric Walkie Stacker (3000 LB Capacity)

• CED 1R06: Forklift, Electric, Low Profile (4000 LB Capacity)

• CED 1R07: Forklift, Electric Narrow Aisle, Reach & Tier (3500 LB Capacity)

• CED 1R08: Pallet Jack, Electric, Walkie-Rider (6000 LB Capacity)

• CED 1R12-A: Forklift, Propane (4000 LB Capacity)

• CED 1R12-B: Forklift, Gasoline (4000 LB Capacity)

• CED 1R13: Forklift, Electric, Order Picker/Stock Selector (3000 LB Capacity)

• CED 1R16: Forklift, Electric, Swing Reach or Turret Truck

Repair Only (DeCA CED Numbers):

• CED 1R01: Battery Charger, 24 Volt

• CED 1R04: Battery Charger, 36 Volt (or 48 Volt for CED 1R16)

Not all equipment types listed will be at each location. An itemized listing of equipment located at each Commissary is attached to the solicitation and the contract. Only items listed for each store are covered by the contract. A contract modification is required to change the equipment list for each store.

1.3 Key Government Positions

A. Contracting Officer (KO): An individual with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings. The term includes certain authorized representatives of the contracting officer acting within the limits of their authority as delegated by the contracting officer.

The KO for this contract is:

B. Contracting Officer's Representative (COR): An individual, including a contracting officer’s technical representative (COTR), designated and authorized in writing by the contracting officer to perform specific technical or administrative functions.

C. Store Director (SD): An individual responsible for overall commissary operations. When the term SD is used elsewhere in this contract, it means the SD personally or the Acting SD.

D. Supply Management Specialist (SMS): An individual responsible for administrative work primarily concerned with analyzing, developing, evaluating, or promoting improvements in the policies, plans, methods, procedures, systems, or techniques of an equipment/maintenance program.

The Headquarter (HQ) SMS for this contract may be contacted at:

DeCA HQ Equipment Maintenance Team: EquipmentMaintenanceTeamMembers@deca.mil

2 General Requirements Contractor shall provide all labor, supervision, equipment, tools, materials, parts, transportation of employees, permits and other necessary items to perform the various services as identified in this PWS. The contractor shall have access to technical manuals required to perform the services as stated in this PWS.

At time of award and throughout the duration of this contract, the Contractor shall assure that Contractor personnel completely understand the requirements of this PWS. All Contractor service technicians must have licenses to operate all equipment covered in this PWS and must provide evidence of such license if requested by the COR. Service technicians should have a sound mechanical aptitude, ability, and an extensive working knowledge of troubleshooting, diagnosis, and repair of the equipment included in this PWS, to include various attachments and the following systems:

INTERNAL COMBUSTION EQUIPMENT ELECTRONIC POWERED EQUIPMENT

Transmission All Electric Motors Engine Electric Control Panels Hydraulic System Hydraulic System Drive Axle and Brakes Drive Axle and Brakes Steering Axle and Brakes Steering Axle and Brakes Electrical System Electronic Control Panels/Computer boards mailto:EquipmentMaintenanceTeamMembers@deca.mil

2.1 Non-Personal Services

The Government shall neither supervise Contractor employees nor control the method by which the Contractor performs the required tasks. Under no circumstances shall the Government assign tasks to, or prepare work schedules for, individual Contractor employees. It shall be the responsibility of the Contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services. If the Contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the Contractor's responsibility to notify the KO immediately.

2.2 Management

The Contractor shall work to integrate and coordinate all activities needed to execute the requirements of this PWS with the SD and/or the COR, and with headquarter personnel (SMS) as referenced in section 3. The Contractor shall manage the timeliness, completeness, and problem identification of all equipment issues. The Contractor shall provide corrective action plans, submit quotes, monitor timely identification of issues, and the management of subcontractors if required. The Contractor shall seek to ensure customer satisfaction at all times and present a Professional and ethical business behavior.

2.3 Contract Administration and Management

The following subsections specify requirements for contract, management and personnel administration.

2.3.1 Contract Management

The Contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement. The Contractor must maintain continuity between the support operations at corresponding DeCA locations, the headquarter level and the Contractor's corporate offices.

2.3.2 Contract Administration

The Contractor shall establish processes and assign appropriate personnel resources to effectively administer the requirements of this contract. The Contractor shall respond to Government requests for contractual actions with-in the time constraints as dictated in section 3.

The Contractor shall have a single point of contact (POC) identified between the Government and Contractor assigned to support this contract. The Contractor shall assign/direct the work effort, maintaining proper and accurate time keeping records of personnel assigned to work on this requirement. The Contractor shall ensure DeCA email addresses are in their address book to prevent any loss or delay in communications.

2.4 Subcontract Management

The Contractor shall be responsible and accountable for subcontractor performance on this requirement. The prime Contractor will manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations.

2.5 Contractor Personnel

The following subsections specify requirements for contract, management and personnel administration.

2.5.1 Personnel Training

The Contractor shall accomplish the assigned work by qualified personnel with appropriate combinations of education, training, and experience.

2.5.2 Consumption or Use of Government Property

The Contractor shall not permit Contractor personnel to consume or use Government-owned resale items or any Government-owned equipment or supplies that are not specifically provided for Contractor use under this contract.

2.5.3 Use of Alcoholic Beverages/Drugs

The Contractor shall not permit Contractor employees to work under the influence of alcoholic beverages, illegal drugs, or illegally controlled substances. Contractor personnel are prohibited from using alcoholic beverages, illegal drugs, or illegally controlled substances while on duty.

2.5.4 Removal of Employees for Cause

The KO will require, in writing, that the Contractor immediately bar any Contractor employee from performing further work under this contract for any of the following actions: Willful destruction or mishandling of Government, patron, or vendor property; theft; use of alcoholic beverages, illegal drugs or illegal use of controlled substances; execution of work in other than a skillful manner; displaying disruptive/unacceptable behavior (e.g., abusive, demeaning, foul or threatening language and/or fighting) and willful violations of safety standards by Contractor personnel. Removal of any employees for such cause shall not constitute a valid basis for non-performance of contract services or a claim for additional compensation.

2.5.5 Installation Access

The Contractor shall be responsible for obtaining installation access as required for all Contractor employees authorized to work at the site specifically for this contract. Any Government furnished identification shall be returned to the Government when the Contractor employee no longer works for the Contractor at this installation or at the end of the contract whichever comes first. Military, retired or dependent identification cards are not authorized for use as a means to access the base for performance on this contract. Additionally, see Federal Acquisition Regulation Clause 52.204-4500 and 52.204-9.

2.5.5.1 Denial of Installation Access

Contractor employees may be denied access to the military installation by the installation law enforcement officials if it is determined that such entry may be contrary to good order, discipline or the security of the installation. The installation may bar Contractor employees from entering the military installation under the provisions of Title 18, United States Code Section 1382.

2.5.5.2 Motor Vehicle Registration

Prior to commencing work Contractor employees shall register their vehicles IAW the installation motor vehicle registration regulations.

2.5.6 Parking

The Contractor employees shall park only in areas designated by the SD.

2.5.7 Shopping Privileges

Contractor employees who are authorized to make purchases in commissaries shall show appropriate identification before purchasing commissary items and shall immediately remove the item(s) purchased from the commissary through the main exit door. Contractor employees with commissary privileges shall shop in the commissary only when they are off duty.

Contractor personnel with commissary privileges shall not purchase merchandise for consumption by other personnel or organizations not authorized to shop in the commissary.

2.5.8 Identification of Contractor Personnel

Contractor personnel shall be easily recognized by wearing distinctive clothing bearing the name of the company and/or company identification. Contractor personnel shall wear required government furnished badge at all times during performance of this contract. Contractor personnel must use Personal Protective Equipment (PPE) as required IAW OSHA 29 Code of Federal Regulations (CFR) 1910.132.

2.6 Location and Hours of Work

The following subsections specify requirements for contract, management and personnel administration.

2.6.1 Contractor Hours of Performance

The Contractor shall provide for employees Monday through Friday, 8:00 a.m. to 5:00 p.m. local time at the store, excluding federal holidays.

2.6.2 Closing for Inclement Weather or Emergency Conditions

In the event that inclement weather or other emergency conditions force commissary closure, the SD and Contractor’s POC will agree upon the method by which the Contractor’s POC will receive notification about closures or delayed reporting times. The Contractor shall provide service as long as the commissary remains open.

2.6.3 Location of Work

On site work is required; however, in the event that it is not feasible, authorization will be obtained from the COR, who will complete a DeCA Form 40-108 for equipment removed from the installation. Contractor signature on the form will serve to hold the Contractor liable for any and all loss or damage to such equipment while in the Contractor’s possession. The Contractor will notify the COR when equipment will be off site for a duration exceeding seven (7) calendar days. The COR will coordinate with DeCA HQ if backup equipment is not readily available at the store and determine a plan of action.

2.7 Quality Control Plan

The Contractor shall establish and forward to the KO a complete quality control plan. The Contractor is required to submit the quality control plan with the proposal. The Contractor shall provide an updated copy of the quality control plan to the KO as changes occur. At a minimum the plan shall include the following:

2.7.1 Inspection System

The plan shall include an inspection system covering all the maintenance and repair services required by this contract and any other areas deemed necessary by the Contractor. The plan must specify the services and equipment to be inspected on either a scheduled or unscheduled basis, and how often inspections will be accomplished.

2.7.2 Methods of Identifying/Preventing Deficiencies

The Contractor shall establish methods for identifying/preventing deficiencies in the quality of services performed before the level of performance becomes unacceptable.

2.7.3 Records

The plan shall include on-site records of all inspections conducted by the Contractor and any necessary corrective action taken. This documentation and all records and schedules, as described in the PWS, that are the responsibility of the Contractor, are the property of the Government and shall be made available to the Government during the term of the contract.

3 Performance Requirements The following section specifies the Performance Objectives and Performance Elements for the contract.

3.1 Provide initial assessment for material handling equipment covered by the contract.

Performance Standards:

Standard: Determine if equipment is in compliance with federal, state, local laws, regulations, Occupational Safety and Health Administration (OSHA) and Original Equipment Manufacturer (OEM) standards.

Standard: If more than one technician is required, contractor shall state in the estimate and have it approved by the SMS before work is performed.

Standard: Completes initial assessment and provides recommendations to include priced quotes for repair(s) of equipment within thirty (30) calendar days of contract award.

Required Documentation A001 Report of assessment which includes an estimated value for each repair.

3.2 Perform preventive maintenance for material handling equipment.

Performance Standards Standard: Coordinate date/time of work with the COR within fifteen (15) calendar days of the scheduled PM services. COR may accept or propose an alternate schedule within 5 days, however, the COR may not deny performance of the PM during the prescribed maintenance schedule.

Standard: Maintain cleanliness of area to include disposal of all materials in accordance with all applicable local, state and federal regulations. Nonhazardous materials may be disposed of on site.

Standard: Minimize interference of daily operations by performing PM in a COR designated work area. The COR shall provide a safe work area for the Contractor to perform the PM services.

Standard: At minimum comply with DeCA prescribed maintenance schedules.

AQL: Completed PM shall comply with all federal, state and local laws, regulations, OSHA and DeCA standards.

Standard: Provide Service Ticket with a PM checklist to COR at time of PM services being rendered.

AQL: Service Ticket and PM checklist shall be signed by Contractor and COR or alternate with a copy left at the location and the original to be maintained by the Contractor. The signed documents shall be attached to the invoice in Wide Area Work Flow (WAWF).

Standard: Any deficiencies identified during PM should be processed in accordance with PWS paragraph 3.3.

Standard: Any parts/materials necessary to complete the PM are authorized up to $1,000.00.

Any parts/materials over $1,000.00 needed to complete the PM must have prior approval by DeCA HQ SMS.

Required Documentation A002 PM Checklist A003 Signed Service Ticket

3.3 Repair Material Handling Equipment.

Performance Standards Standard: Respond to service call and provide a signed repair quote within 16 working hours after receiving call from COR.

AQL: No more than 3 delinquent responses per store per contract year.

Standard: Repairs costing over $1,000.00 shall be made with the approval from DeCA HQ

SMS.

Standard: If more than one technician is required to perform work, the Contractor shall provide the rational for the second technician for this requirement in the estimate and then have it approved by the DeCA HQ SMS before work is performed.

Standard: Minimize interference of daily operations by performing repairs in a COR designated work area. The COR shall provide a safe work area for the Contractor to perform the repair services.

Standard: Perform approved repairs within 7 working days.

AQL: Completed repairs shall comply with all federal, state and local laws, regulations, OSHA and OEM standards. All replacement material(s) shall be OEM compliant which will allow warranty to stay intact. Contractor will provide parts/warranty documents when requested by

COR (A004).

Standard: Maintain cleanliness of area to include disposal of all materials in accordance with all applicable local, state and federal regulations. Nonhazardous materials may be disposed of on site.

Standard: At the time of completion for each repair the service ticket shall be signed by both the COR and the Contractor representative. A copy of the signed service ticket shall be given to the COR and the original shall be maintained by the Contractor.

AQL: The Contractor shall attach the signed service ticket to invoice in WAWF.

Standard: No more than 3 calls per month for any repair on one piece of equipment.

AQL: Except when authorized by a SMS.

Standard: No more than 2 validated call backs per month for the same repair.

AQL: Except when authorized by a SMS.

Required Documentation A003 Signed service ticket A004 Parts/material warranty documents

3.4 Provide service ticket, invoice and service history for material handling equipment covered by the contract.

Performance Standards Standard: Furnish completed service ticket for each repair and PM provided at the time the service is rendered to COR. Service ticket must be signed by both the contractor’s representative and COR before leaving the Commissary for the day. A copy of the signed service ticket will be left at the location and the contractor shall maintain the original.

AQL:

• Service ticket number/job order number.

• Date and time of service call notification.

• Date/Time of quote provided (not required for PM Services).

• DeCA bar code.

• Make, model and serial number of the equipment involved.

• Date and time work started for each service.

• Date and time work ended for each service.

• Total number of hours expended for service.

• Description of malfunction and work/service performed.

• All materials used listed by part number, part name, quantity and cost per unit which shall be supported by actual supplier invoices.

• If any portion of work is sub-contracted the sub-contractors invoice shall be submitted with the service ticket to the COR.

• LABOR, PARTS, and TRIP must be listed separately.

Standard: Submit combo invoice in WAWF and attach all supporting documents to include but not limited to Service Ticket, PM Task list, parts receipts, subcontractor invoices, etc in WAWF.

AQL: No later than seven (7) calendar days after service is rendered.

Standard: Maintain a service history report for repairs and PM services in accordance with Attachment A.

AQL: Report shall be submitted monthly to KO, Contract Specialist and the DeCA HQ SMS.

The report for each month is due no later than the 10th day of the following month.

Required Documentation A003 Signed service ticket A005 Electronic spreadsheet A006 WAWF Invoice

4 Required Documentation The Contractor shall provide the Required Documentation as specified by the government.

Delivery schedule for the Required Documentation shall be outlined in the PWS

A001 Report of assessment which includes an estimated value for each repair.

A002 PM Checklist A003 Signed service ticket A004 Warranty documents (Part/Material) A005 Electronic spreadsheet A006 WAWF Invoice

5 Special Requirements This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

5.1 Safety

The Contractor shall comply with all applicable OSHA, DOD, DeCA and installation safety regulations.

5.2 Security of Property

The Contractor shall be responsible for safeguarding all property while in the Contractor's possession. A Government representative will designate entrances and exits for Contractor personnel to use in the commissary. At the close of each work period, the Contractor shall return all government equipment and materials provided for Contractor’s use to the proper designated location.

5.3 Accident Reporting

The Contractor shall report all accidents immediately to the COR or on duty Government manager. The Contractor shall maintain an accurate record of, and will report to the SD on DeCA Form 30-69, all accidents resulting in death, traumatic injury, occupational illness or damage to any Government property incident to work performed under this contract. Such notification shall be as soon as practicable, but in no case later than the next business day following the accident.

6 Government Furnished Materials This section describes the special requirements for this effort. The following sub-sections provide details of various considerations on this effort.

6.1 Utilities

The Government will provide the utilities necessary to perform all operations required by this contract.

6.2 Telephone

The Government will provide access to local telephone service (installation and surrounding community). The local service is limited to use for official business only (Government business and emergencies).

7 Environmental Requirements The Contractor shall comply with all environmental requirements listed below as mandatory and referenced under paragraph 3.0, Performance Requirements. The Contractor shall comply with all applicable OSHA, DOD, DeCA and Installation environmental regulations.

Mandatory compliance:

• Lubricating oils shall be a minimum of 25% recovered materials.

• Engine coolants shall be reclaimed.

• Rebuilt parts shall be used if the parts meet Federal Trade Commission (FTC) “Guides for the rebuilt, reconditioned and other used automotive parts industry” as outlined in 16 CFR Part 20.