PWS Grafenwoehr MHE Maintenance.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

Material Handling Equipment (MHE) Maintenance Services at DLA Disposition Services Grafenwoehr, Germany

TABLE OF CONTENTS

1. GENERAL

2. SCOPE

3. PREVENTIVE MAINTENANCE (PM)

4. CORRECTIVE MAINTENANCE (CM)

5. QUALITY ASSURANCE (QA)

6. ACCEPTABLE PERFORMANCE LEVELS (APL)

7. PLACE OF PERFORMANCE

8. FEDERAL HOLIDAYS

9. SAFETY & SECURITY

10. GOVT FURNISHED PROPERTY, MATERIALS, EQUIPMENT, AND SERVICES

11. CONTRACTOR FURNISHED PROPERTY, MATERIALS, EQUIPMENT, AND SERVICES

12. ENVIRONMENTAL MANAGEMENT SYSTEM (EMS)

13. INVOICING INFORMATION

14. CONTRACT MINIMUM/MAXIMUM

1. GENERAL:

a. Defense Logistics Agency (DLA) Disposition Services is a Major Subordinate Command (MSC) of the DLA with the responsibility of disposing and reutilizing the United States Government’s (USG) Department of Defense (DoD) excess and surplus property generated by the military services. This is accomplished through reutilization to other DoD activities, transfer to other Federal agencies, donation to authorized state and local organizations, sale to the general public, or ultimate disposal through abandonment or destruction. The headquarters for DLA Disposition Services is in Battle Creek, Michigan.

b. DLA Disposition Services requires the use of various pieces of MHE during daily operations in support of the military services. PM and CM services for MHE at our Grafenwoehr location is critical to ensure MHE is always operational. Without timely, efficient, and effective PM and CM services, DLA Disposition Services will be impacted to a point where we are unable to support our customers.

2. SCOPE:

a. The Contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to perform preventive maintenance (PM), corrective maintenance (CM), and annual testing requirements and services, as defined in this PWS for DLA Disposition Services Operations in Grafenwoehr, Germany. The date of manufacture of MHE covered in this PWS ranges from 2000 through 2021. A complete list all the equipment may be found in Appendix 1 of this PWS.

b. The Period of Performance for this contract is One (1) Base Year of 12 months with two (2) One Year Options.

3. PREVENTIVE MAINTENANCE (PM):

The Contractor or subcontractor shall:

a. Perform a PM service on each piece of equipment in appendix 1 every three months or 250 operating hours, as scheduled with the COR.

b. The Contractor shall schedule and coordinate to complete the first PM service on all equipment with the Contracting Officers Representative (COR) within 20 business days of contract award. The COR will work with the Contractor to ensure this is accomplished. Additionally, the COR will coordinate the remaining PMs required during the performance period. These dates are subject to change based on the total operating hours for each piece of equipment.

c. Ensure all PM services are completed IAW the Original Equipment Manufacturer (OEM) manual’s specifications.

d. Perform an annual fork inspection IAW the American National Standards Institute/Industrial Trucks Standards Development Foundation (ANSI/ITSDF). Standards can be located at the following link: www.itsdf.org. This inspection will be completed in conjunction with Annual Load Testing for all MHE listed in Appendix 1 IAW ANSI/ITSDF.

e. Perform PM services on USG premises to minimize downtime.

f. Complete each PM service within 10 business days of notification by the COR unless otherwise rescheduled and coordinated between the COR and the Contractor.

g. The Contractor shall provide the COR a maintenance sheet showing the status of each item checked during the PM service within five (5) business days of completing each PM service.

h. The Contractor shall utilize CLIN 0020, 1020, or 2020 for trip fees to and from PMs.

i. Perform lug nut torquing for all equipment within 20 business days of contract award and quarterly thereafter.

j. The Contractor shall schedule and coordinate to complete the Annual Load Test in conjunction with the first PM service unless otherwise coordinated with the COR and approved by the KO.

k. The Contractor shall schedule and perform any OEM specified annual or bi-annual PM maintenance in conjunction with quarterly PM maintenance as appropriate.

4. CORRECTIVE MAINTENANCE (CM):

The Contractor or subcontractor shall:

a. Assess, inspect, test, and troubleshoot all CM service requests within five (5) business days of notification from the COR to determine the root cause of the deficiency.

b. Provide an estimate for the repair, in writing, on Contractor letterhead documents, to the COR. The written estimate must contain the following information, at a minimum:

Description of the deficiency Parts necessary to correct the deficiency Cost of parts Quantity of parts necessary Quantity of labor hours to repair the deficiency Cost of labor per hour Total estimated cost of repair Estimated lead time for parts Expected date repairs will be complete

c. All price estimates are subject to approval by the COR pending determination of available funding and if the repair is economical.

d. All price estimates shall be valid for a period of one (1) month to ensure adequate time for determination and approval by the COR

e. Upon approval of the CM service estimates, the Contractor shall have five (5) business days to complete the necessary repairs to return the equipment to full operational status. The five business days will begin upon receipt of all parts necessary to complete the CM.

f. Perform CM services on USG premises to the maximum extent possible.

g. Provide appropriate conveyance and equipment to load, un-load, and transport the MHE to their maintenance facility in the event that services cannot be provided on USG premises.

h. Prior to removal of any MHE from USG premises, the Contractor shall sign a Department of Defense Form 1149, transferring liability of the equipment to the Contractor for the duration of the maintenance. Upon return of the MHE to USG premises, the DLA Form 1311 will be signed by the COR accepting the equipment repair.

i. The Contractor shall utilize CLIN 0020, 1020, or 2020 for trip fees to and from CMs.

5. QUALITY ASSURANCE (QA):

a. The U.S. Government (USG) will evaluate the Contractor’s performance under this contract in accordance with (IAW) the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the USG will do to ensure that the Contractor has performed in accordance with the performance standards as defined in the attached QASP. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) or defect rate(s).

b. The Contractor shall develop, implement, and maintain a Quality Control Plan (QCP) to ensure services are performed in accordance with this PWS. The QSP shall include procedures to identify, prevent, and ensure non-recurrence of defective services. The QCP is the means by which the Contractor assures itself that its work complies with the requirements of the contract. At a minimum, the Contractor shale develop the QCP procedures that address the areas identified in the QASP. A final QCP shall be submitted to the COR no later than 10 business days after contract award. After acceptance of the QCP, the Contractor shall obtain the KO’s acceptance in writing of any proposed changes to its QCP.

6. ACCEPTABLE PERFORMANCE LEVELS (APL):

Customer

Customer

Customer

7. PLACE OF PERFORMANCE OF SERVICES:

The Contractor or subcontractor shall provide services on USG premises at the DLA Disposition Services field location in Grafenwoehr, Germany, to the maximum extent possible during normal business hours, except on recognized US holidays or when the USG facility/installation is closed due to local or national emergencies or holidays, administrative closings, or similar USG-directed facility/installation closings. Performance shall be at the designated location specified by the Contracting Officer’s Representative (COR) for the respective DLA Disposition Services field location. The Contractor shall maintain an adequate work force for the performance of all tasks defined within this PWS when the USG facility/installation is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the work force are essential.

8. FEDERAL HOLIDAYS:

The Contractor or subcontractor is not required to provide services on the 11 federal holidays observed by the DLA unless approved by the Contracting Officer (KO) or COR. When one of the holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When the legal holiday falls on a Saturday, the preceding Friday is observed as the holiday. The following holidays are observed:

The Contractor or subcontractor is not required to provide services on official holidays recognized by the Government of Germany unless approved by the KO or COR. When the legal holiday falls on a Saturday or Sunday, whichever day the Government of Germany has designated as the observed holiday the Contractor or subcontractor is not required to provide services on the observed holiday unless approved by the KO or COR.

9. SAFETY & SECURITY:

a. Unscheduled gate closures by the installation security personnel may occur at any time causing all personnel entering or exiting a closed installation to experience a delay. This cannot be predicted or prevented. Contractors or subcontractor are not compensated for unexpected closures or delays. Vehicles operated by Contractor or subcontractor personnel are subject to search pursuant to applicable regulations. Any moving violation of any applicable motor vehicle regulation may result in the termination of the Contractor or subcontractor’s employee’s installation driving privileges.

b. The Contractor’s or subcontractor’s employees shall become familiar with and obey the regulations of the installation, including fire, traffic, safety and security regulations while on the installation. Contractor or subcontractor employees should only enter restricted areas when required to do so and only upon prior approval. Contractor employees shall always carry proper identification with them and shall be subject to such checks as may be deemed necessary. The Contractor or subcontractor shall ensure compliance with all regulations and orders of the installation which may affect performance. The USG reserves the right to direct the removal of an employee for misconduct, security reasons, or any overt evidence of communicable disease. Removal of Contractor or subcontractor employees for reasons stated above does not relieve the Contractor or subcontractor from responsibility for total performance of this contract.

c. The Contractor or subcontractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The Contractor and all associated subcontractor employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation security personnel. The Contractor or subcontractor shall ensure compliance with all personal identity verification requirements as directed by DoD and/or local policy. Should the Force Protection Condition (FPCON) change, the USG may require changes in Contractor or subcontractor security matters or processes.

d. The Contractor is responsible for identifying and complying with all safety requirements as prescribed in the German Accident Prevention Regulations of the Trade Unions and the German Insurance companies (Unfallverhuetungsvorschriften des Hauptverbandes der gewerblichen Berufsgenossenschaft – VBG). The Contractor is responsible for providing and ensuring that his agents, employees, or subcontractors perform the work in a safe manner, including wearing the appropriate clothing/personal protective equipment for the work to be performed.

10. USG FURNISHED PROPERTY, EQUIPMENT AND SERVICES (GFP/E/S):

The USG will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

a. Property: The USG will furnish the necessary workspace for the Contractor to perform services as outlined in this PWS.

b. Equipment: The USG will, at its sole discretion, and upon approval of the COR, provide MHE for the Contractor to assist with the performance of PM or CM of other MHE.

c. Utilities: All utilities in the facility will be available for the Contactor’s or subcontractors use in the performance of this contract. The Contractor or subcontractor shall instruct employees in utilities conservation practices. The Contractor or subcontractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

11. CONTRACTOR FURNISHED PROPERTY, MATERIALS, AND EQUIPMENT

(CFP/M/E):

The Contractor or subcontractor shall provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

a. Provide all personal protective equipment for employees IAW the Occupational Safety and Health Administration guidance.

b. Provide all materials to clean up spills caused by their employees during the performance of PM or CM services.

c. Ensure their employees are trained and certified to perform maintenance on MHE.

d. Provide the KO and COR a POC and phone number to coordinate and schedule CM and emergency repair services.

12. DLA DISPOSITION SERVICES ENVIRONMENTAL MANAGEMENT SYSTEM (EMS):

DLA Disposition Services implemented EMS in accordance with ISO 14001:2004(e), DOD and DLA requirements at all DLA Disposition Services appropriate facilities. An EMS is an overall management system that includes organizational structure, planning activities, responsibilities, practices, procedures, processes, and resources for developing, implementing, achieving, reviewing, and maintaining the environmental policy of an organization. The DLA Disposition Services EMS is designed to ensure that all personnel, including contract personnel, whose work activities can cause real or potential significant environmental impact, are aware of how their work supports the EMS and are competent to perform their roles, responsibilities and authorities while supporting the DLA Disposition Services mission. The DLA Disposition Services EMS program is explained in DRMS-I 6050.2, EMS Core Instruction. Site supplements detail information required by EMS at a local level such as local, state and host environmental regulations as well as local emergency procedures and operating procedures unique to the location. Site supplements also contain information concerning the local interaction between the DLA Disposition Services tenant appropriate facility and the DOD/DLA host facility EMS program. Contractors and their personnel are required to be aware that each DLA Disposition Services appropriate facility has an EMS and to be aware of EMS policies to perform work and/or gain access to an installation. Each DLA Disposition Services appropriate facility maintains EMS awareness posters that identify the DLA Disposition Services Environmental Management Representative (EMR) and Host facility EMR for specific guidance concerning an individual facilities’ EMS program. Contractors may request current copies of EMS information identified in this paragraph by sending an e-mail request to DRMSEMS@dla.mil.

13. INVOICING INFORMATION:

The contractor will invoice on a monthly basis through the Department of Defense Wide Area Workflow (WAWF) system. Invoices must be submitted through WAWF in accordance with DFARS 252.232-7003. Refer to https://wawf.eb.mil for additional information.

14. CONTRACT MINIMUM/MAXIMUM:

This is a firm-fixed price indefinite quantity contract. The contract minimum shall be $2,500.00. The maximum shall be 150% of the estimated value of the contract. There is no contract minimum for any option period if included in the contract.