PWS Guam MHE Maint.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

DEFENSE LOGISITCS AGENCY (DLA)

DISPOSITION SERVICES (DS) (DLA DS)

GUAM

MATERIAL HANDELING EQUIPMENT (MHE)

MAINTENANCE SERCVICES

TABLE OF CONTENTS

1. INTRODUCTION

2. PREVENTIVE MAINTENANCE (PM)

3. CORRECTIVE MAINTENANCE (CM)

4. QUALITY ASSURANCE (QA)

5. PLACE OF PERFORMANCE

6. FEDERAL HOLIDAYS

7. SAFETY & SECURITY

8. GOVT FURNISHED PROPERTY, MATERIALS, EQUIPMENT, AND SERVICES (GFP/M/E/S)

9. CONTRACTOR FURNISHED PROPERTY, MATERIALS, EQUIPMENT, AND SERVICES (CFP/M/E)

10. SPILL RESPONSIBILITY

11. CONTRACTOR REPORTING

12. INVOICING

1. Introduction: DLA DS is a Major Subordinate Command (MSC) of DLA with the responsibility of disposing and reutilizing 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 DS is in Battle Creek, Michigan.

a. DLA DS Guam requires the use of various pieces of MHE, listed in Attachment 1, in support of its mission. Maintenance of the MHE is critical to mission success. Without timely, efficient, and effective PM and CM services, DLA DS Guam will be unable to support its customers.

b. This is a Firm-Fixed Price (FFP) time and materials contract which consists of a period of performance of one (1) 12-month base period and two (2) 12-month option periods. The total contract length shall not exceed three (3) years. The contract minimum shall be $2,000.00. The maximum shall be 150% of the estimated value of the contract. There is no contract minimum for any option period.

c. The equipment associated with this PWS is listed in Attachment 1 and is subject to change throughout the contract based on life cycle management of the equipment. Should the equipment change, Attachment 1 will be updated by the Contracting Officer (KO) and provided to the Contractor.

d. Upon coordination of PM or CM services, the Contractor shall be required to report to the DLA DS location main office to sign in prior to conducting any services under this contract.

e. Any reference to Contractor throughout this PWS refers to the Contractor or Subcontractor should one be utilized. The Contractor is solely responsible for all associated work to be completed In Accordance With (IAW) the PWS.

2. Preventive Maintenance (PM): The Contractor shall:

a. Perform a PM service on each piece of equipment every quarter. When a higher-level PM service Contract Line-Item Number (CLIN) is ordered, all lower-level maintenance checks and services will be performed, e.g., if the CLIN for annual PM is ordered, all required checks and replacement parts for quarterly maintenance will also be completed, if applicable to the piece of equipment.

b. Schedule and coordinate to complete the first PM service on all equipment with the Contracting Officer Representative (COR) within 90 days of contract award.

c. All PM services are to be completed IAW the Original Equipment Manufacturer (OEM) specifications. When pricing PM services include all hours, fluids (to include DEF), filters, fittings, parts, necessary items and supporting equipment needed to repair the piece of equipment (these are examples). The pricing needs to be all inclusive of the job.

d. Perform a 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.

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

f. Notify the COR two (2) business days prior to arrival with the date and time intended to arrive to perform PM services.

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

h. Perform PM service as appropriate on the associated charging unit when a CLIN for an Electric item is ordered.

i. Affix a sticker or equivalent item to each piece of equipment upon completion of PM service. The sticker shall display the hour reading and interval level of the PM which was completed and the projected hours and date of the next required PM service. Write legibly, in permanent ink, e.g., paint marker, in a visible location the date in which filters were changed on the exterior of the filter. The permanent ink chosen must be able to withstand the weather, oil, dirt, and other debris to prevent smudging or otherwise removing the date or making it non-legible.

j. Upon completion of PM services, clean the work area of all replaced parts and debris resulting from the performance of the repair and dispose of the rubbish at no additional cost to the USG at the Contractor’s facility unless otherwise approved by the COR to utilize the USG refuse containers. The disposal of drained fluids and batteries are not included under the services of this contract. Drained fluids and any removed/replaced batteries shall be transferred to new UN approved, DOT shippable containers which shall be provided by the Contractor as part of the service. The containers shall be turned over to the USG site Environmental POC for disposal.

k. Perform lug nut torquing for all equipment in conjunction with quarterly PM service. Lug nuts shall be torqued IAW OEM specifications. Perform lug nut torquing for all equipment within 30 calendar days of contract award and quarterly thereafter. Quarterly torquing should not occur sooner than 30 calendar days and no later than 90 calendar days after previous torquing and will be coordinated by the COR.

l. Perform annual load testing for all MHE IAW ANSI/ITSDF once during each period of performance.

m. Perform a functional test (load test) IAW OEM specifications, OSHA 29 CFR, or upon completion of any work in which the load bearing structure was removed, replaced, or repaired, or when directed by the COR.

n. Perform an initial inspection on new and/or transferred equipment per the CORs request. The inspection shall include but is not limited to a thorough inspection of the equipment such as engine, transmission, other major components, controls, mast, cables, chains, hoses, electrical, air, and hydraulic systems to determine the disposition of the equipment. The inspection shall also include a check of all fluids, fluids shall be topped off as necessary, and any other check directed by the COR. The inspection shall be conducted using the time and materials Rough Order of Magnitude (ROM) CLINs on the price schedule.

o. Deficiencies or required repair parts discovered during PM services, but not a part of such PM service shall be considered CM and require a written estimate prior to repair.

p. 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.

3. Corrective Maintenance (CM): The Contractor 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, to the COR for approval through the KO within five (5) business days of the assessment. The written estimate must contain the following information, at a minimum:

i. Description of the deficiency.

ii. Parts necessary to correct the deficiency including the manufacturer and part number.

iii. Indicate on the estimate whether the replacement part comes with a manufacturer warranty and the length of manufacturer warranty.

iv. Cost of parts.

v. Quantity of parts necessary.

vi. Quantity of labor hours to repair the deficiency.

vii. Cost of Shipping for parts, if applicable.

viii. Cost of labor per hour.

ix. Total estimated cost of repair.

x. Estimated lead time for parts.

xi. Expected date repairs will be complete.

c. All OEM recommended replacement parts and materials may be examined when requested by the KO or COR prior to installation. The KO or COR will approve all parts and materials that are substituted for OEM replacement parts by the Contractor prior to installation. No rebuilt parts shall be used without prior approval from the COR.

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

e. All price estimates shall be valid for a period of 30 business days to ensure adequate time for determination and approval by the COR. Should the 30 business days be exceeded, the Contractor shall be required to submit a new estimate. In the event required replacement parts are expected to have long delays when ordering, the Contractor shall coordinate with the COR to obtain parts via other local source.

f. 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 (5) business days will begin upon receipt of all parts necessary to complete the CM. In the event the required repair will require longer than the five (5) business days, the Contractor shall notify the COR and KO in writing for approval. The notification shall include the justification for the additional time and an estimated date of completion.

g. Perform CM services on government premises to the maximum extent possible.

h. Notify the COR two (2) business days prior to arrival with the date and time intended to arrive to perform CM services.

i. Provide a weekly status of pending repair actions and parts ordered with estimated delivery and completion date of the repairs to the COR.

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

k. Should the Contractor be approved to transport MHE to their facility for maintenance, they shall sign a DoD Form 1149 prior to removing any equipment from Government premises. The Contractor shall be liable for government equipment while it is in their possession until the point of return and acceptance by the COR.

l. Provide call back service for CM services which do not correct the deficiency within three (3) business days of notification from the COR at no additional cost to the USG.

m. Upon completion of CM services, clean the work area of all replaced parts and debris resulting from the performance of the repair and dispose of the rubbish at no additional cost to the USG at the Contractor’s facility unless otherwise approved by the COR to utilize the USG refuse containers. The disposal of drained fluids and batteries are not included under the services of this contact. Drained fluids and any removed/replaced batteries shall be transferred to new UN approved, DOT shippable containers which shall be provided by the Contractor as part of the service. The containers shall be turned over to the USG site Environmental POC for disposal.

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

5. Place of Performance: The Contractor or subcontractor shall provide services on government premises at DLA DS Guam field location, to the maximum extent possible during normal business hours, except on recognized US holidays or when the government facility/installation is closed due to local or national emergencies, administrative closings, or similar government-directed facility/installation closings. Performance location within the field site shall be specified by the COR. The Contractor shall always maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the government 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.

Performance Address:

6. Federal Holidays: The Contractor or subcontractor is not required to provide services on the 11 federal holidays observed by DLA DS unless approved by the 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:

7. Safety & Security: 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.

a. 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. All 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. DLA DS 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.

b. 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 Department of Defense (DoD) and/or local policy. Should the Force Protection Condition (FPCON) change, the government may require changes in Contractor or subcontractor security matters or processes.

8. Government Furnished Property, Material, Equipment and Services (GFP/M/E/S):

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

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

c. Materials: The government will not provide any materials.

d. Equipment: The government 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.

e. Utilities: All utilities in the facility will be available for the Contractor’s or subcontractor’s 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.

9. Contractor Furnished Property, Materials, and Equipment (CFP/M/E):

a. The Contractor shall provide all personnel, equipment, tools, materials, supervision, and quality control necessary to perform PM, CM, and annual testing requirements and services, as defined in this PWS.

b. Provide all personal protective equipment for employees IAW the Occupational Safety and Health Administration (OSHA) guidance.

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

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

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

10. Spill Responsibility: The Contractor is solely responsible for all spills or leaks during the performance of this contract, which occur because of, or is contributed to by the actions of its agents, employees, or subcontractors. The Contractor shall clean up such spills or leaks to the satisfaction of the USG in a manner that complies with applicable Federal, state, and local laws and regulations. The clean-up shall be at no cost to the USG. The Contractor shall report all spills or leaks, regardless of their quantity, to the COR and KO immediately upon discovery. A written follow-up report shall be submitted to the COR and KO not later than 24 hours after the initial telephonic report. The written report shall at a minimum include the following:

i. Description of item spilled (including identity, quantity).

ii. Whether amount spilled is EPA or state reportable, and if so, whether it was reported. Exact time and location of spill including a description of the area involved.

iii. Containment procedures initiated.

iv. Summary of any communications Contractor has with press or USG officials other than the KO.

v. Description of clean-up procedures employed or to be employed at the site including disposal location of spill residue.

vi. Description of item spilled (including identity, quantity).

11. Contractor Reporting: The Contractor shall report ALL Contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for DLA DS via the secure data collection site, http://www.ecmra.mil/. The Contractor shall completely fill in all required data fields.

12. Invoicing: The Contractor will invoice monthly through the DoD 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.