PWS_Preventative Maintenance and Repair METT v3.pdf

PERFORMANCE WORK STATEMENT (PWS)

Maintenance and Repair of Mobile Event Team Trailers (METT)

Part 1

General Information

1. GENERAL: This is a non-personal services contract to provide Preventive Maintenance (PM) and unscheduled Repair Service (RS) of the Massachusetts Army National Guard (MA ARNG) Recruiting & Retention Battalion (RRB) METT, as identified, located at Camp Curtis Guild. 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/Introduction: The contractor shall provide all personnel, equipment, supplies, facilities, tools, materials, supervision, and other items and non-personal services necessary to perform Preventive Maintenance (PM) and Repair Services (RS) of METT as defined in this Performance Work Statement. The contractor shall perform to the standards in this contract. 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. Service technicians should have a sound mechanical aptitude, ability, and an extensive working knowledge of troubleshooting, diagnosis, and repair of the trailer equipment included in this PWS, to include the following systems: Brake shoes and drums, lug nuts, tires, lights, breakaway switch, breakaway battery, trailer brakes, lubrication, electric brakes, electric brake (magnet), safety chains and hooks, coupler and hitch ball, wheel bearings, brake wiring, jack drop leg-leg, structure frame members, structure welds, wheel rims, axle attachment bolts and sheet metal repairs.

1.2 Background: MA ARNG RRB owns a current METT inventory of 15 trailers of various makes, models and capacity ratings. The MA ARNG RRB requires these trailers to support the recruiting mission and transport various key school entry vehicles (SEV) around the state of Massachusetts to generate awareness through increased presences within communities and schools.

1.3 Objectives: Perform scheduled preventive maintenance for trailer equipment. PM shall be performed IAW Preventive Maintenance Table and the Original Equipment Manufacturer (OEM) Maintenance Manual. Perform Inspection and negotiated repairs to METT as required and approved by Contracting Officer (KO).

1.4 Scope: Services include Preventive Maintenance (PM), inspection, and unscheduled Repair Services (RS) of equipment list in section 3.4 of this document, located at the contractor’s location within 50 miles of Camp Curtis Guild. For coverage purposes, This PWS will cover the following types of METT; single axle 5 lug, tandem axle 5 lug, tandem axle 6 lug, tandem axle 8 lug, triple axle 8 lug, and other custom-made trailers.

Inventory serial numbers may change as old units are removed and replacements are added.

1.5 Period of Performance:

The period of performance shall be for five (5) years

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 they assure themself that their work complies with the requirement of the contract.

Contractor’s Quality Control Program (QCP) is required with contractor’s proposal. Two copies of a comprehensive written QCP are required to the KO and COR within 5 working days when changed thereafter.

After acceptance of the quality control plan, the contractor shall receive the contracting officer’s acceptance in writing of any proposed change to their QC system.

1.6.2 Quality Assurance: The COR will monitor maintenance/repair work and evaluate Contractor performance per the PWS. The COR will notify the contractor of all errors, deficiencies, or deviations from performance standard. The COR will report all deficiencies to the KO monthly.

1.6.3 Recognized Holidays: Contractor is not required to perform services on the following federal holidays:

New Year’s Day Birthday of Martin Luther King, Jr.

Washington’s Birthday (Presidents Day) Memorial Day Juneteenth National Independence Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

1.6.4 Hours of Operation: The contractor is responsible for conducting business, between the hours of 0700 and 1600 Monday thru Friday or within reason to account for unforeseen circumstances. The Contractor must maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility closes 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: Work performed under this contract will be conducted at the contractor’s repair facility within 50 miles of Camp Curtis Guild in order to transport trailers back and forth within a reasonable time.

1.6.7.1 PHYSICAL Security: The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor repair. At the close of each work period, equipment and materials shall be secured.

1.6.7.2 Key Control: The Contractor shall establish and implement methods of making sure no keys issued to the Contractor by the Government are lost or misplaced nor used by unauthorized persons.

1.6.7.2.1. In the event keys are lost or damaged, the Contractor shall, upon direction of the COR, replace the key at Contractor’s expense; however, the Government, at its option, may replace the key. When the replacement of key or is performed by the Government, the total cost replacement shall be deducted from the monthly payment due the Contractor.

1.6.7.2.2. The Contractor shall prohibit the use of Government issued keys by any persons other than the Contractor’s employees.

1.6.8 Special Qualifications: Contractor will supply a manufacturer technical representative or certified mechanics to perform maintenance and repair work on Government owned trailers.

1.6.9 Post Award Conference/Periodic Progress Meetings: The Contractor agrees to attend any post award conference convened by the contracting activity or contract administration office. The Contracting Officer (KO), Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the contractor to review the contractor's performance. At the meeting, 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 actions will be made to resolve outstanding issues. These meetings shall be at no additional cost to the Government.

1.6.10 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: Assure 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. 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. A letter of designation 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 order.

1.6.11 Key Personnel: The following personnel are considered key personnel by the government: contract manager/Alternate contract manager. The contractor shall provide a contract manager who shall be responsible for the performance of the work. The name of this person and an alternate who shall act for the contractor when the manager is absent shall be designated in writing to the contracting officer. The contract manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The contract manager or alternate shall be available between the hours 7:00 a.m. to 4:00p.m., Monday thru Friday except when the government facility is closed for administrative reasons.

PART 2

DEFINITIONS & ACRONYMS

2. DEFINITIONS AND ACRONYMS:

2.1. DEFINITIONS:

2.1.1. 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.

2.1.2. 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.

2.1.3. 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.

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

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

2.1.6. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

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

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

2.1.9. QUALITY ASSURANCE Surveillance Plan (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

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

2.1.11. SUBCONTRACTOR. One that enters into a contract with a prime contractor. The Government does not have privity of contract with the subcontractor.

2.1.12. WORKDAY. The number of hours per day the Contractor provides services in accordance with the contract.

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

2.2. ACRONYMS:

AR Army Regulation CLIN Contract Line Item Number COR Contracting Officer Representative IAW In Accordance With IOT In Order To KO Contracting Officer METT Mobile Event Team Trailer OCI Organizational Conflict of Interest OEM Original Equipment Manufacturer PM Preventive Maintenance POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program RS Repair Services TE Technical Exhibit

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. The Government will not provide supplies, equipment, materials, facilities, utilities or services to perform tasks outlined in the PWS.

3.2. The Government will provide transportation of all trailers to and from the contractor’s location. The COR shall email the contracting officer, contracting specialist, and contractor POC in the event that a trailer cannot be delivered the day of the scheduled preventative maintenance/inspection/unscheduled repair.

3.3. The Government will not provide METT manuals to the contractor; METT are civilian bought thus the contractor should possess working knowledge along with OEM manual.

3.4. Equipment List:

Trailer # Description of technical object VIN#

1 19X9 NG WRAPPED 5HABE14269N002559

2 19X9 NG WRAPPED 5HABE14279N001940

3 GUARD FIT

4 MOTORCYCLE 5WFBE1224FW049277

5 19X9 NG WRAPPED

6 SMALL BLACK 4DKUS13187S006725

7 IMPARED DRIVING KK123BCS76943(5132)

8 SMALL WHITE 575200D19EP095278

9 LARGE BLACK 48BTE2426AA109098

10 STEM TRAILER 542BE3237JB0207

11 MOBILE GAMING 58E1W2426F1001542

12 5TH WHEEL 54HAGE28229N002533

13 LARGE WHITE 575200L26FP280531

14 MOBILE RECRUITING OFFICE 1B9BT1420BS957146

15 CYBER ESCAPE 1H9EE3327L146700

PART 4

CONTRACTOR FURNISHED ITEMS AND SERVICES

4. CONTRACTOR FURNISHED ITEMS AND RESPONSIBILITIES:

4.1 General: The Contractor shall furnish all supplies, equipment, materials, facilities, utilities and services required to perform work under this contract.

PART 5

SPECIFIC TASKS

5. Specific Tasks:

5.1. Preventative Maintenance (PM): PM will be performed IAW this PWS and solicitation/contract attachments, and the OEM Preventive Maintenance Table/OEM Maintenance Manual. Periodicity will be per usage hours identified in the OEM manual and at least one (1) PM annually. The contractor shall provide a repair summary, cost estimate and completion estimate IAW the below delivery schedule for any unscheduled repairs discovered during the PM. All work is to be completed at the contractors facility. Transportation of vehicles to and from the contractors facility will be conducted by the government.

5.2. Inspections: Upon issuance of a task order, contractor shall perform a technical inspection of identified trailer(s) within 48 hours of issuance of task order. Inspections can also include on-site troubleshooting and minor repairs that require no additional parts/materials. Upon completion of inspection, the contractor shall provide an inspection report with recommended repairs and an associated cost estimate quote within 24 hours as shown in the deliverables schedule section of the PWS. Repairs that require longer than one (1) day shall be quoted to include transportation to and from the contractor’s facility. All replacement parts shall be prescribed from the original manufacturer’s manuals. If replacement parts fail by no fault of the contractor, a modification will be issued to the repair task order. If a replacement part fails by the contractor’s error, repair will be done at no cost to the Government. All work is to be completed at the contractors facility. Transportation of vehicles to and from the contractors facility will be conducted by the government.

5.3. Unscheduled Repairs: Contractor shall perform repairs identified during PM or during an inspection IAW PWS 5.2 of the contract. Repairs will be separately negotiated and funded via a separate task order and are subject to the requirements of Government Furnished Property (GFP). All work is to be completed at the contractors facility. Transportation of vehicles to and from the contractors facility will be conducted by the government.

PART 6

APPLICABLE PUBLICATIONS

6. APPLICABLE PUBLICATIONS (CURRENT EDITIONS):

6.1. The Contractor must abide by all OSHA regulations, Original Equipment Manufacturer Service/Maintenance/Repair Manuals, and local policies and procedures.

Performance Requirements Summary Quality Assurance Surveillance Plan

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.

Performance Objective Standard Performance Threshold

(This is the maximum error rate. It could possibly be “Zero deviation from standard”)

Method of Surveillance

PRS # 1: PWS 5.1.

Preventive Maintenance

The contractor shall provide Preventive Maintenance on trailers per OEM requirements. Periodicity will be per usage hours identified in the OEM manual and at least one (1) PM Annually.

The contractor will perform PM per the maintenance schedule. Contractor will notify the COR of any required repairs discovered during the PM visit.

Contractor will give the KO and COR a written or email estimate for repairs and how long the unit will be down within one (1) workday. Any maintenance or repair will be performed at contractor’s facility. Government will transport trailers from Government facility to Contractor’s facility. Work will be completed with no rework required or missed work. Government will not be charged for missed work, incorrect work or re-work.

Surveillance will be performed by end user or the COR after trailer is returned for use. The COR will track all deficient conditions and contact Contractor for resolution. KO will assess performance monthly per the COR’s monthly report.

PRS #2: PWS 5.2

Inspections

When authorized by the contracting officer via task order, Contractor will respond

Surveillance will be performed by end user or the COR.

The contractor shall provide trailer inspection not identified during PM when authorized by the Contracting Officer via task order.

on site within 48 hours to diagnose/repair trailer.

Contractor will give the KO and COR a written or email estimate for repairs and how long the unit will be down within one (1) workday. Any maintenance or repair will be performed at contractor’s facility. Work will be completed with no rework required or missed work. Government will not be charged for missed work, incorrect work or re-work.

PRS # 3: PWS 5.3

Unscheduled Repair Service

The contractor shall provide trailer repairs when negotiated by both parties and authorized by the Contracting officer via task order.

Contractor shall complete all work associated with the provided quote received as a result of preventative maintenance or inspections.

Any maintenance will be performed at contractor’s facility. Work will be completed with no rework required or missed work.

Government will not be charged for missed work, incorrect work or re-work.

Surveillance will be performed by end user or the COR after vehicle is returned for use. The COR will track all deficient conditions and Contact Contractor for resolution. KO will assess performance monthly per the COR’s monthly Report.

DELIVERABLES SCHEDULE

Deliverable Frequency # of Copies

Medium/Format Submit To

Provide a repair summary, cost estimate and completion estimate for any repair work not included in P.M.

Specific Tasks of Part 5, Para 5.1, 5.2, and 5.3.

Within one

(1) business day of identified repair work.

One (1) copy provided

One (1) copy via email in contractor standard format to include, at a minimum, summary of work to be performed, cost of repairs and time estimate of completion. Cost estimate shall include direct labor hours/labor rates required for repair, direct parts/material price information, and transportation costs as applicable to all for government price analysis.

Digital copy provided to the COR and contract specialist via the following emails:

Provide a repair summary, cost estimate and completion estimate for any repair work IAW inspection results associated with

PWS 5.2

Within one

(1) business day of inspection completion

One (1) copy provided

One (1) copy via email in contractor standard format to include, at a minimum, summary of work to be performed, cost of repairs and time estimate of completion. Cost estimate shall include direct labor hours/labor rates required for repair, direct parts/material price information, and transportation costs as applicable to all for government price analysis.

Digital copy provided to the COR and contract specialist via the following emails:

Company work order/work certification signature to perform Specific Tasks of Part 5, Para 5.1, 5.2, and 5.3

Supplied after each PM and/or Repair for each trailer within one

(1) business day.

One (1) copy provided

One (1) copy via email in contractor standard format.

Digital copy provided to the COR and contract specialist via the following emails:

Preventative Maintenance schedule;

usage mileage will be provided by the government to determine schedule

Supplied by the 5th of month or as required when revised

One (1) copy provided

One (1) copy via email in contractor standard format that shows all preventative maintenance scheduled for the following month by serial number as well as all meter hour preventative maintenance. Units requiring meter hour maintenance will be emailed to the contractor by the Government NLT the 4th of the month to be added into the next month’s schedule. Preventative maintenance schedules may be revised off-cycle by agreement from both parties.

Digital copy provided to the COR and contract specialist via the following emails: