PWS Maint. Services DRAFT rev 1.docx

Performance of Work Statement for Preventive Maintenance Program (PM), Yearly Certification and Calibration (C&C), and Remedial Maintenance with Spare Parts for Machine Shop Equipment

1. Introduction: The requiring activity is Norfolk Naval Shipyard (NNSY), Portsmouth, Virginia. NNSY currently requires a firm, fixed price Contract Preventive Maintenance Program (PM), Yearly Certification and Calibration (C&C), and Remedial Maintenance that include spare parts for machine tools located inside the main machine shop.

2. Performance: The contractor shall provide all Certified Technicians, transportation, equipment, parts, tools, materials, supervision and all other items / services necessary to perform on-site Preventive Maintenance Program (PM), Yearly Certification and Calibration (C&C), and Remedial Maintenance for 23 machine tools listed in Table 1. This Performance of Work Statement (PWS) services shall consist of all the major maintenance checks and services that are recommended by each machine manufacturer along with any necessary remedial maintenance services to minimize machine down time.

2.1. Period of Performance: The Period of Performance shall be one Base Year of 12 months and four 12- month option years. The Period of Performance reads as follows:

2.1.1. Base Year: 9/15/2021-9/15/2022

2.1.2. Option Year One: 9/15/2022-9/15/2023

2.1.3. Option Year Two: 9/15/2023-9/15/2024

2.1.4. Option Year Three: 9/15/2024-9/15/2025

2.1.5. Option Year Four: 9/15/2025-9/15/2026

3. Equipment Specifications: Contractor shall perform Preventive Maintenance Program (PM), Yearly Certification and Calibration (C&C), and Remedial Maintenance as specified for the machine tools listed in Table 1. B171 1FL J6

315-16

MILLING MACHINE

CINCINNATI MILACRON

315-16

MILLING MACHINE

Table 1.

4. Contractor Responsibilities: "Per FAR 22.102-1(a) entitled "Safety", Contractors are hereby informed that their employees or representatives present on property under Norfolk Naval Shipyard cognizance must follow Federal and State OSHA requirements; Norfolk Naval Shipyard OSHE Program Manual, NAVSHIPYDNORINST P5090.2 requirements; OSHE Control Manual (OSHECM) requirements; or safety requirements for site specific location of the contract."

4.1. Preventive Maintenance Program (PM): Contractor shall provide an annual performance assurance writhen the preventive maintenance program. The program shall consist of all the major preventive maintenance checks that are recommended by the machine manufacturer. All comprehensive checks shall be made by factory trained technicians on the Mechanical, Electrical, Air, Coolant, Spindle and Way Lube systems coupled with all recommended standard checks and additionally, include yearly ball bar calibration. Contractor shall provide Norfolk Naval Shipyard with a preventive and comprehensive diagnostic

4.2. that provides an overall assessment of machine performance (circularity). Performance tests shall provide an automatic diagnosis of up to 12 specific machine positioning errors that include the following. Each error shall be ranked according to its Company significance to overall machine performance alongside the error value.

a) Servo mismatch

b) Stick-slip errors

c) Backlash,

d) Repeatability,

e) Scale mismatch and machine geometry.

4.3. Machines: The Preventive Maintenance program shall apply to all 23 machines listed in Table 1 of this PWS. A minimum of the following areas shall be inspected on all machines as applicable.

a) Mechanical System Check machine level Verify spindle sweep

b) Check gear shift operation

c) Check spindle lube and air blast

d) Check spindle orientation alignment

e) Check shot pin operation

f) Change gearbox oil

g) Check backlash in X, Y, and Z-axis

h) Inspect drive belts

i) Inspect and adjust tool changer system

j) Inspect spindle taper condition

k) Inspect way covers & wipers

l) Check draw bar height

m) Inspect rigid tap encoder operation

n) Check tool change operation

o) Clean/lubricate tool changer.

p) Inspect counterbalance system.

q) Inspect lines, hoses and cables.

r) Way Lube System.

s) Clean filters.

t) Inspect lines and fittings.

u) Check operation of all machine functions.

v) Verify lube/pump operation.

w) Coolant System: Remove/check pump and motor, (Inspect or Clean coolant tank and replace coolant as needed).

x) Air System: Replace filters, Check pressure/adjust regulator, Inspect system for leaks.

y) Electrical System: Check voltages, Clean electrical cabinet, Inspect connections / terminals and grounds.

z) Inspect or replace tool change relays.

aa) Replace or clean fan filter.

ab) Check limit switches/safety locks.

ac) Inspect motor brushes, clean & remove brush dust.

ad) Lathe Only: Verify turret/spindle alignment.

ae) Manual Machines: Change oil, filter and belts, lubricate system and clean as necessary to be qualified as working properly.

af) Adjust Gibbs.

ag) Check level and alignment.

4.4. Certification and Calibration (C&C): The following analysis inspections shall be accomplished on each machine in Table 1 as applicable within 30 days of contract award and yearly thereafter.

4.4.1. Comprehensive Calibration Test: A comprehensive calibration test shall be performed to accomplish a vibration analysis program that will diagnose a variety of problems on the machine’s spindle to include but not limited to bearings, drive motors, and electrical problems. The vibration analysis data shall be collected on-site and then analyzed to determine if any corrective and preventative actions need to be taken.

4.4.2. Drawbar Force Test: A drawbar force test shall be performed to identify tension problems with the spindle's Belleville spring stack, verification of performance of the clamping system as a whole, help prevent damage to spindle taper, premature tool wear, and other machine features critical to machining accuracy and operator safety.

4.4.3. Geometry Inspection: A geometry inspection shall be performed that will ensure machine accuracy including parallelism, squareness and true perpendicularity of the Cartesian coordinate system and machine.

4.4.4. Renishaw Ball Bar Test: PA checks shall include an annual ball bar calibration. Renishaw ball bar testing shall generate a comprehensive diagnostic report that provides an overall assessment of machine performance.

4.5. Remedial Maintenance (RM) and Spare Parts Request: The contractor shall provide RM or repair on the machines listed in Table 1 upon notification that the equipment is inoperative. Remedial maintenance CLINs are priced as a not-to-exceed type CLIN to allow the flexibility for repairs to be conducted as needed throughout the year. Remedial maintenance shall be performed and billed by the contractor as repairs are required or needed. Upon receiving notification from the Contracting Officer (KO) that equipment repair is necessary, the contractor shall troubleshot the problem and provide the COR with a repair estimate.

4.5.1. Remedial Maintenance Requirements: The equipment shall be repaired and maintained in accordance with OEM specification. The KO shall approve all estimates prior to the repair parts ordered and repair work completed.

4.5.2. Remedial Maintenance Call during PA service call: If RM is required while the PM technician is on site, every attempt shall be made to diagnose and fix the problem, provided the service does not impede on the technician’s ability to finish the scheduled PM for the week. If it is determined that the technician will not be able to perform the PM due to the RM service needed, another technician shall be called in to perform the necessary RM service.

4.5.3. Remedial Maintenance Response Time: The contractor shall respond on site within Seven (7) workdays after notification by the Contracting Officer. Workdays countdown begins the next business day after notification by the Contracting Officer.

4.5.4. Urgent Request Response Time: The contractor shall respond on site no later than two (5) workdays after notification by the Contracting Officer (KO). Workdays countdown begins the next business day after notification by the KO.

· Downtime Determination: Downtime will begin the next business day after the KO contacts the contractor’s representative, including answering services or by e-mail during working hours.

· Service Call Ticket: Contractor shall establish a service call ticket that includes the date and time that the service call was received with the name and phone number of requestor. Service call ticket shall be available in electronic forms (PDF).

4.6. Reports: At the end of each maintenance or repair visit, the contractor shall provide the COR with a written report (within 10 days) detailing services rendered. Report shall be available in electronic forms (PDF).

4.6.1. PM Reports: PM reports shall be completed and submitted for all of the machines listed in Table 1. PM reports shall contain the following:

· General Condition

· Machine Hours

· Machine Location

· Machine Serial number

· Status of the machine by major component

· Corrective Action Statement:

· Status of system and description of malfunction.

· Location of system.

· Repairs Needed:

· List of required parts by nomenclature.

· Cost breakdown of parts and labor.

· Repairs Completed: Cost breakdown of parts and labor.

· Repairs Recommended:

· List of required parts by nomenclature.

· Cost breakdown of parts and labor.

· Estimated Repair Time(S).

· Estimated time for parts to be received

· Repair to be performed.

· Cost of parts and labor.

· Fire and Safety Violations:

· Location of violations.

· Actions taken (if any) to correct violations.

· Cost breakdown by parts and labor to repair violations.

· Electrical Code Violations:

· Location of violations.

· Actions taken (if any) to correct violations.

· Cost breakdown by parts and labor to repair violations.

4.6.2. Remedial Maintenance Repair Report: The contractor shall submit a comprehensive, detailed report for all unscheduled minor and major adjustments, repairs, emergency repairs, non-emergency repairs and repair resolution services. Unscheduled repair report shall include a description of repairs completed, cost breakdowns of parts and labor, and all applicable information regarding tests, calibrations and/or measurements taken to verify repair and operation of the machine.

4.6.3. Certification and Calibration (C&C): Report: The contractor shall submit a comprehensive detailed report for all calibration test, drawbar force test and Geometric inspection IAW Paragraph 4.3 to the COR.

4.7. Warranty of Parts: All PM and RM maintenance and repairs shall carry the standard commercial warranty from the time of repair.

4.8. Quality Assurance (QA): The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This QASP is primarily focused on what the Government must do to ensure 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 acceptable quality level(s) (defect rate(s)).

4.8.1. Quality Management System (QMS): The Contractor shall establish and maintain a complete Quality Management System (QMS) program in accordance with the provisions specified herein. The Contractor’s QMS program shall provide an effective and efficient means of identifying and correcting problems throughout the entire scope of operations. The Contractor's QMS program shall address:

· Accurate documentation of work processes, procedures, and output measures.

· A systematic procedure for assessing compliance with OEM specifications.

· Accurate documentation of quality inspections and surveillance conducted throughout the execution of work.

· Assessment-driven corrective actions and process adjustments as appropriate in a timely manner.

4.8.2. Quality Management (QM) Plan: The Contractor shall develop and submit a QM Plan per the (QASP). The QM Plan shall describe the QMS methodology and approaches used under this contract. If any changes are made during the period of performance, submit to the revised QM Plan to the COR. The COR will forward the revised QM Plan to the Contract Officer (KO) for acceptance. The Contractor’s QM Plan shall include, at a minimum, the following:

· Policy and objectives of Quality Management System (QMS)

· Quality organization

· List of personnel

· Responsibilities & lines of authority

· Training and qualifications

· Approach to assuring quality of services provided and conformance with OEM specifications

· Methods and procedures for effective planning, operation and control of processes and performance of work

· Procedures for inspection and surveillance of services

· Scheduling and performance of inspection and surveillance

· Measurement, data collection and analysis

· Corrective action, preventive action, and continuous improvement

· Oversight of subcontracted work

· Documentation and records management

· Communication with government (customers)

4.8.3. Quality Inspection and Surveillance: The Contractor shall establish and maintain an inspection and surveillance system in accordance with the FAR Clause 52.246-4, INSPECTION OF SERVICES – FIXED PRICE, to ensure that the work performed conforms to the contract requirements. The Contractor shall document and maintain a file of all scheduled and performed inspections and surveillances, inspection and surveillance results, and dates and details of corrective and preventive actions. The quality inspection and surveillance file shall be the property of the Government and made available during the Government’s regular working hours. The file shall be turned over to the KO within five calendar days of termination of the contract.

4.8.4. Quality Inspection and Surveillance Report: The Contractor shall submit a copy of the Contractor Quality Inspection and Surveillance Report per the QASP. The Contractor Quality Inspection and Surveillance Report shall include a summary and results of the quality inspection and surveillance events performed and assessment-driven corrective actions and process adjustments during the previous month. The Government may adjust the frequency of the submittal based on the Contractor’s quality of performance.

4.8.5. Quality Assurance Provisions: Equipment shall be operational and serviceable after completion of each service call. Prior to leaving the area, the contractor shall demonstrate to the COR, TPOC, or designated alternate that the equipment is operational and shall provide a Certificate of Completion (COC) attesting to the work completed meets all technical requirements. After maintenance and repairs have been completed, the contractor shall provide a Certificate of Completion (COC) attesting to the work completed meets all technical requirements and the COR, TPOC, or designated alternate will certify that the equipment performs to OEM standards and sign the service call ticket.

· Disputes: Any disputes between the maintenance technician and the COR, TPOC, or designated alternate regarding satisfactory performance will be immediately referred to the Contracting Officer (KO).

· Repair vs Replacement: The contractor shall notify the COR if it is determined that repair of a machine would exceed the replacement cost of the same or comparable machine. The contractor shall not be expected to perform the repair if repair costs exceed the cost of replacement.

5. Shipyard Responsibilities: The shipyard shall be responsible for the following.

5.1. Lifting and Handling work involving use of a crane.

5.2. Disposal of oil waste.

5.3. Providing any consumables upon request. Consumable items provided shall include the following items.

· Coolant.

· Gear & spindle oil.

· Way Lube.

· Grease.

6. Certification of Work Requirements: COR shall verify that quality of services are accomplished in accordance with paragraph 4.7 and Appendix A of this PWS after each service is complete.

7. Safety or Security: Contractor will need CIA access and PPE. "Per FAR 22.102-1(a) entitled "Safety", Contractors are hereby informed that their employees or representatives present on property under Norfolk Naval Shipyard cognizance must follow Federal and State OSHA requirements and Norfolk Naval Shipyard OSHE Program Manual, NAVSHIPYDNORINST P5090.2 requirements or safety requirements for site specific location of the contract."

7.1. Initial Entry: Contractor provide a SECNAV Form 5512 and a CNRMA Installation Access Screening Request form that will be provided by the technical point of contact. These documents will be endorsed by the TPOC and forwarded to the NNSY Pass Office to obtain DBIS card and Green Badge. Contractor shall submit documents a minimum of 30 days before arrival.

7.2. Vehicle Entry: The company name shall be displayed on each door of the Contractor's vehicles in a manner and size that is clearly visible. All vehicles shall display a valid state license plate that complies with State Vehicle Code. Vehicles shall meet all other requirement of the State Vehicle Code, such as safety standards, and shall carry proof of insurance and state registration. Passes will be issued for vehicles to enter the shipyard. A separate pass is required for entering the Controlled Industrial Area (CIA).

7.3. Portable Electronic Device (PED): In accordance with COMSUBLANT/COMSUBPACINST 2075.1C, the use of Portable Electronic Devices (PEDs) while in or on Department of Navy Controlled Industrial Areas are prohibited. A portable electronic device (PED) is defined as any non-stationary electronic apparatus with singular or multiple capabilities of, but not limited to recording, storing, and/or transmitting data, voice, video, or photo images e.g.: Cell Phones, laptops, tablets and wearable devices such as fitness bands and smart watches.

8. Critical time Constraints: The Preventive Maintenance program shall be performed during working days between the hours of 7:20 AM and 3:50 PM excluding any federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, COVID-19 or similar Government directed facility closings. For other than firm fixed price contracts, the contractor will not be reimbursed when the government facility is closed for the above reasons. The Contractor must at all times maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW 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 is essential.

8.1. Schedule Services: The contractor shall schedule and perform PM Checks and Certification and Calibration (C&C). The initial PM Checks and (C&C), shall be conducted within 60 days after contract award. The contractor shall coordinate with the COR at least 14 working days prior to PMI.

9. Location: TBD

10. Technical POC: TBD

11. Contracting Officer Representative (COR): TBD

12. Travel Charge: All travel will be IAW Joint Travel Regulation and calculated at the prevailing JTR rates.