PWS - FY26 NBVC Galley Equipment PMCM.docx

PERFORMANCE WORK STATEMENT (PWS)

PREVENTIVE/CORRECTIVE MAINTENANCE OF GALLEY EQUIPMENT

IN SUPPORT OF

COMMANDER NAVY REGION SOUTHWEST (CNRSW)

1. GENERAL: This is a non-personal services contract to provide Preventive Maintenance (PM) and Corrective Maintenance (CM) to Government Owned Galley Equipment located at Naval Base Ventura County Galleys at Port Hueneme and Point Mugu. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Description of Services: The Contractor shall provide qualified personnel, equipment, supplies, tools, materials, supervision, and other items and non-personal services necessary to perform Preventive Maintenance (PM) and Corrective Maintenance (CM) to Government Owned Galley Equipment as defined in this Performance Work Statement. The Contractor shall perform to the standards in this contract.

1.2 Background: Galley equipment located in Port Hueneme and Point Mugu require preventive maintenance to keep them in good working order for military personnel use. The equipment also requires corrective maintenance when unscheduled repair is needed due to breakage or malfunction as they occur, or as detected (to occur) during PM performance. CNRSW does not have organic capability to provide services, and therefore, contractual support is necessary.

1.3 Objectives: The general objective of the contract is to maintain galley equipment within manufacturer and Government specifications by having a scheduled preventive maintenance (PM), and the performance of corrective maintenance (CM). PM schedule shall also be used in identifying potential problems and rendering CM before the equipment becomes inoperable. CM will also be used for inoperable equipment deemed not beyond economical repair (BER) by the Contracting Officer Representative (COR).

1.4 Scope: The Contractor shall provide PM and CM to Government Owned Galley Equipment located at Naval Base Ventura County Galleys at Port Hueneme and Point Mugu as listed in Attachments 1 through 2 to ensure equipment are in good working order when needed.

1.5 Period of Performance: The period of performance shall be for one (1) Base Year of 12 months and four (4) 12-month option years. The Period of Performance reads as follows:

1.6 General Information

1.6.1 Quality Control: The Contractor shall develop and maintain an effective quality control program to ensure services are performed in accordance with this PWS. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control program is the means by which he assures himself that his work complies with the requirement of the contract.

1.6.2 Quality Assurance: The government shall evaluate the Contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on ensuring that the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rate(s).

1.6.3 Recognized Holidays: No Preventive Maintenance (PM) will be scheduled or performed by Contractor during following Holidays:

New Year’s Day Labor Day Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Juneteenth Day Christmas Day Independence Day

1.6.4 Hours of Operation: The Contractor may schedule PM/CM services between the hours of 7am through 4pm PST Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential.

1.6.5 Place of Performance: The work to be performed under this contract will be performed at Naval Base Ventura County galleys at Port Hueneme and Point Mugu.

1.6.6 Security Requirements: UNCLASSIFIED

1.6.6.1 Base Access: The Contractor shall maintain proper security protocol in accordance with all base regulations. Security approval for all Contractor personnel will be obtained through base security office. Identifications furnished for approved employees shall be returned to the COR by the Contractor immediately when such employees are no longer employed under this contract. The Contractor is responsible for ensuring that all Contractor personnel obtain the proper identification for base access through the Defense Biometric Identification System (DBIDS) credentialing process. The government will not provide escorts to Contractor personnel for base access.

1.6.7 Special Qualifications: The Contractor is responsible for ensuring all employees possess and maintain current California Refrigeration License, Rational Training Certificate (Combination Ovens) and Kitchen Equipment Maintenance and Repair Certification during the execution of this contract.

1.6.8 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The contracting officer, Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings the contracting officer will apprise the Contractor of how the government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the government.

1.6.9 Contracting Officer Representative (COR): The (COR) will be identified by separate letter. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: ensure that the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including Government drawings, designs, specifications; monitor Contractor's performance and notifies both the Contracting Officer and Contractor of any deficiencies; coordinate availability of government furnished property, and provide site entry of Contractor personnel. An appointment letter issued to the COR, a copy of which is sent to the Contractor, states the responsibilities and limitations of the COR, especially with regard to changes in cost or price, estimates or changes in delivery dates. The COR is not authorized to change any of the terms and conditions of the resulting contract. ONLY the COR can authorize all cost estimates for CM see 5.2.2 of PWS.

1.6.10 Alternate Contracting Officer Representative (ACOR) Alternate Contracting Officer Representative (ACOR) may be identified and appointed to perform duties in the absence of the COR. ACOR will perform the same functions as the COR and will be designated in writing by the Contracting Officer.

1.6.11 Technical Assistant (TA). Technical Assistants (TA) are assigned on-site to provide technical assistance and support to the COR in the administration of the contract. TA may assist the COR in executing assigned inspection and monitoring duties. However, TAs may not provide any technical direction or clarification directly to the Contractor. TA is not authorized to take any action, either directly or indirectly, that could result in a change in the cost/price, quantity, quality, place of performance, delivery schedule, or any other terms or conditions of the contract.

1.6.12 Point of Contact for each location:

PORT HUENEME

32ND Street, Building 61 Port Hueneme, CA 93043 POC: CS2 Nelson E-mail: christopher.c.nelso4@navy.mil Telephone: 805-982-4739

POINT MUGU

311 Main Rd, Bldg. 20 Point Mugu, CA 93041 POC: CS2 Nelson E-mail: christopher.c.nelso4@navy.mil Telephone: 805-989-7741

1.6.13 Key Personnel: None

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. BER EQUIPMENT. Beyond-economic-repair-equipment - inoperable equipment for which repair cost is estimated to exceed acquisition cost by 25% or more.

2.1.2. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.3. CONTRACTING OFFICER. A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.4. CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government appointed by the contracting officer to administer the contract. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.5. CORRECTIVE MAINTENANCE (CM). Unscheduled repair required to restore equipment to operational condition within manufacturer predetermined tolerances and limitations. CM evolves from equipment failure or indications of equipment degradation. CM includes, but not limited to adjustment, alignment, and/or replacement of malfunctioning part or component.

2.1.6. DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.7. DELIVERABLE. Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

2.1.8. EMERGENCY SITUATION. Equipment malfunction that may cause complete shutdown of galley operation.

2.1.9. MAINTENANCE. Set of actions taken to ensure that equipment perform their intended function when required.

2.1.10 PERIODICITY. Frequency of performance of Manufacturer prescribed maintenance service for the specific equipment; expressed in Monthly (M), Quarterly (Q), Annually (A), and Every Other Month (EOM).

2.1.11. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.12. PREVENTIVE MAINTENANCE (PM). Scheduled maintenance performed on equipment to keep it in good working condition and operating within manufacturer predetermined tolerances and limitations. PM may include inspection, cleaning, lubricating, calibrating, adjusting or replacing “Bench Stock” – i.e. nuts, bolts, screws, electrical fittings, refrigerant gases, solder and/or flux, oil grease, cleaning supplies.

2.1.13. QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.14. QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

2.1.15. QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.16. SUBCONTRACTOR. One that enters into a contract with a prime Contractor. The Government does not have privity of contract with the Subcontractor.

2.1.17. WORK DAY. Monday through Friday except Holidays;

2.1.18. WORK WEEK. Monday through Friday, unless specified otherwise.

2.2. ACRONYMS:

3. INCIDENTAL TO PLACE OF PERFORMANCE:

3.1. Services: NONE

3.2 Facilities: PM and CM services shall be performed at Government facilities where equipment are located.

3.3 Utilities: The Government will provide basic utilities to include electrical power and water for tools needed for contract performance. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish PM or CM maintenance.

3.4 Equipment: NONE

3.5 Materials: NONE

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, and services required to perform work under this contract that are not listed under Section 3 of this PWS.

4.2 Materials. The Contractor shall furnish materials, supplies, and equipment necessary to meet the requirements under this PWS.

4.3 The Contractor is required to notify PCO when 75% of the ceiling contract cost is reached during the contract period of performance.

5. SPECIFIC TASKS:

5.1 Contractor Contract Acceptance.

5.1.1 Initial Inspection of Equipment. The Contractor shall perform the initial inspection of all equipment at each galley location listed in Attachments 1 through 2 within 30 days after contract award date. The inspection result shall be submitted to the COR in the form of Equipment Status Report – Initial described as follows:

5.1.1.1 Equipment Status Report. The Contractor shall provide results of the equipment evaluation/analysis in the form of a report to the Contracting Officer’s Representative (COR) within 5 days after the initial inspection period. The report shall identify the equipment by location (galley), serial, and model number, operable or not operable, required parts and labor, if necessary, to restore equipment to working condition as specified in the manufacturer’s manual.

5.1.1.2 Government Action. The COR will provide a written response within 15 days from receipt of the report. The Government reserves the right to determine if replacement or recommended repairs will be accomplished. Equipment determined to be beyond economical repair (BER) will be deleted from Attachments 1 through 2 and shall not be included in the PM schedule. Government reserves the right to replace the equipment (with similar function/capacity equipment) removed from list as result of contract acceptance inspection result during the life of the contract at no additional cost. Repair of equipment determined eligible for repair shall be accomplished in accordance with the requirements set forth in the manufacturer manual.

5.1.1.3 PM Schedule. The Contractor shall submit to the COR a written PM schedule for all the equipment listed in Attachments 1 through 3 within thirty (30) days after contract award. The schedule shall address following: equipment location, description, manufacturer, model name/#, quantity, periodicity, and PM schedule date.

5.1.1.4 Addition and deletion of equipment during POP. There will be no change in the Firm Fixed Price portion of the contract during POP for as long as the change is within plus or minus five percent (i.e. ± 5%) of the total number of pieces of equipment in specific galley recorded at the time of contract award. Government replacement of equipment will be performed one for one of similar form, fit, and function – e.g. remove one oven, add one oven of similar size and capacity with the one removed. Additional equipment may be added to increase productivity as long as the addition is within five percent of the total number of galley equipment.

5.2 Basic Services. The Contractor shall provide fully qualified and accredited technicians to provide PM and CM services as required in this PWS. PM is performed as scheduled, while CM may be performed during PM performance, it may also be performed during separate visit as requested by the COR. PM and CM shall be performed with the main objective of having ALL equipment to be in operational status when needed.

5.2.1 Preventive Maintenance (PM). PM shall be performed as scheduled for each piece of equipment listed in Attachments 1 through 3 in accordance with prescribed government manuals/instructions/ directives and individual equipment manufacturer manuals to keep them in good working order.

5.2.1.1 PM Frequency. PM Schedule as shown in Table 1 below:

Table 1 - PREVENTIVE MAINTENANCE (PM) SCHEDULE

Notes:

1. Equipment calibration will be performed during the PM schedule.

2. For steam kettles, in addition to the scheduled PM, hydrostatic testing will be performed once a year.

3. Attachments 1 thru 2 show periodicity abbreviations as follows:

M – MONTHLY; EOM – EVERY OTHER MONTH; Q – QUARTERLY; A - ANNUALLY

5.2.1.2 Equipment Operating and Maintenance Parameters. PM shall be conducted to maintain equipment operating in accordance with NAVMED P-5010-1, Tri-Service Food Code and Food Service Management NAVSUP P-486 operating parameters. Strict compliance with these guidelines is mandatory to avoid the transmission of disease producing microorganisms, infectious disease, and growth of harmful bacteria or development of toxins formed by bacteria. As such, the Contractor shall ensure that equipment being serviced during PM are set at Table 2 and 3 (below) temperature operation parameters.

Table 2 – Operating Temperatures of Refrigerated Equipment

Table 3 – Dishwashing Equipment

5.2.2 Corrective Maintenance (CM). CM is repair service required to restore equipment to its good working condition and operating within Government and Manufacturer predetermined tolerances and limitations. The Government predetermined equipment tolerances and limitations supersede the Manufacturer. Services shall be completed within three (3) working days, unless, as determined by COR, is not feasible due to event or situation beyond the control of the Contractor. In such a case, Contractor shall provide a reasonable target date of completion for COR approval. If in the COR’s opinion that the provided target date will create emergency situation (see definition), and the Contractor refused to change proposed target date to an earlier date COR deemed necessary to prevent emergency situation, the Government reserves the right to enter into a contract with another Contractor to complete the CM. CM performance shall be performed on equipment when triggered by one of the following:

5.2.2.1 Routine COR request. Contractor shall provide a written cost estimate for all repairs within 2 business days from the date request is submitted by COR. The cost estimate shall include equipment description, number of hours required to effect the repair and the associated labor cost, replacement parts name and cost, and the grand total cost of the CM. CM shall be performed no more than three (3) working days from date cost estimate is approved by the COR. All cost estimates for CM or repairs must be approved by the COR. Communication will be by Email for routine requests.

5.2.2.2 CM requirement identified during PM. When CM requirement is identified on an equipment undergoing PM service, CM shall be performed by the Contractor to the equipment as long as: (a) it can be performed during normal working hours (see section 1.6.4), and (b) can be accomplished without deviating from the original scheduled equipment PM (i.e. all equipment originally scheduled are serviced). When CM cannot be completed during the PM day for whatever reason, additional time for a separate visit maybe communicated to the COR for approval. Otherwise, the CM may be continued during the next scheduled PM day (where the equipment is located). COR approval is not required when required CM is discovered during performance of scheduled PM and ONLY when there is no associated additional cost to the Government. All other CM requiring parts and/or labor cost must be approved by the COR.

5.2.2.3 Emergency COR request. Under emergency situation, CM shall be performed within one (1) working day (24 hours) from date request is communicated by the COR and received by the Contractor. Cost estimate as described in 5.2.2.1 above may be performed via phone conversation between COR and Contractor, but confirmed and approved via Email before CM performance.

5.2.2.4 The Contractor shall provide a CM report of performed CM services to the COR within 2 business days following CM of inoperable or malfunctioning equipment. A CM equipment log will be utilized and maintained by the Contractor to record all services rendered.

5.2.3 Parts. The Contractor shall acquire brand new OEM only parts needed to complete performance of CM using the most economic means to ensure equipment is repaired with minimal downtime. Re-conditioned or re-furbished components or parts may be used if can be shown that use of such component or part is customary commercial practice - subject to COR approval. Fair and reasonable pricing shall be demonstrated to the COR by showing that price is within plus or minus 5% of Commercial item pricing. Proof of Commercial item pricing can be from: Internet sources to include manufacturer, distributor and other reseller website, or any other sources where price is shown to Government buyers and/or the general public; manufacturer pricing schedule. All procurement of replacement parts must be approved by the COR.

5.2.4 Corrective Maintenance shall not exceed the amounts in the NTE CLIN. Contractor may only charge for the actual time required and parts used for the service. If during the corrective maintenance, it becomes clear that the service/parts needed will exceed the NTE CLIN the contractor is responsible for stopping performance and promptly notifying the COR.

5.2.4 Reports and Deliverables. The Contractor shall provide written documentation of any performed PM and CM service in a written report to the COR within 2 business days following performance. A repair equipment log will be utilized and maintained by the Contractor to indicate all services rendered. See Technical Exhibit 2.

6. APPLICABLE PUBLICATIONS. Government will have available at each galley the Original Equipment Manufacturer (OEM) Manuals, NAVMED P-5010-1 Tri-Service Food Code, and NAVSUP P-486, Food Service Management.

6.1. The Contractor must abide by, but not limited to: NAVSUP P-486, Food Service Management; and NAVMED P-5010-1. (The NAVMED instruction may be found on website http://navalmedicine.med.navy.mil.) Specific instructions as follows:

6.1.2 DISHWASHING AND POTS AND PANS MACHINES: Must operate IAW NAVMED P-5010-1, Tri-Service Food Code.

6.1.3 MANUAL DISHWASHING: (Backup equipment) IAW NAVMED P-5010-1.

6.1.4 REFRIGERATED STORAGE EQUIPMENT, REFRIGERATED DISPLAY CABINETS, AND MILK DISPENSERS: Maintain temperatures IAW NAVMED P-5010-1.

6.1.5 BULK AND ICE DISPENSING MACHINES: Monthly cleaning at a minimum shall be accomplished IAW NAVMED P-5010-1.

7. Attachment/Technical Exhibit List:

7.1. Technical Exhibit 1 – Performance Requirements Summary

7.2. Technical Exhibit 2 – Deliverables Schedule

7.3. Attachment 1 List of Equipment

TECHNICAL EXHIBIT 1

Performance Requirements Summary

The Contractor service requirements are summarized into performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimum acceptable levels of service required for each requirement. These thresholds are critical to mission success.

*Situations that are beyond the control of the Contractor that prevent PM performance to an equipment will not count against the 100% requirement (e.g. un-scheduled base closure, acts of nature, etc.).

**Delay caused by parts availability will not count against the Contractor provided the situation is communicated to the COR the day of the knowledge of the situation, and the COR is also provided the target of CM completion.

TECHNICAL EXHIBIT 2

Schedule of Deliverables

Quality Control Plan (QCP)

PWS 1.6.1

KO

Equipment Status Report –

PWS 5.1.1.1

NLT 35 Days After Contract award

1 Original and 1 Copy

MS Word or MS Excel Spreadsheet

COR with copy to KO

PM Schedule -

PWS 5.1.1.3

CM Cost Estimate

PWS 5.2.2.1/5.2.2.2

CM Cost Estimate

PWS 5.2.2.3

CM Report/Log

PWS 5.2.2.4