PWS_Preventive Maintenance and Repair of Fourier Transform Infrared Spectrometers.pdf

DRAFT

PERFORMANCE WORK STATEMENT (PWS)

Preventive Maintenance and Repair of Fourier Transform Infrared Spectrometers Code 134 Laboratory Division

1. Background: The Pearl Harbor Naval Shipyard and Intermediate Maintenance Facility (PHNSY & IMF) Code 134 Laboratory Division acquired two (2 ea.) Agilent 7890 GC systems, one (1 ea.) Agilent 7697A Headspace autosampler and one (1 ea.) OI Analytical XSD 5360 detector from Wasson ECE Instrumentation to perform gas chromatography.

The complexity of these instruments require precise performance, quality materials, and technically competent service engineers to maintain optimum performance, preserve the Government’s investment, and ensure personnel safety.

Preventive maintenance and repairs services must be provided in a timely manner, as analytical downtime impacts the mission essential functions of U.S. naval vessel and shore-based commands.

2. Scope/Objective: This scope/objective applies to the base contract and four (4) option years.

PHNSY & IMF Code 134 requires contractor support services to perform the required annual preventive maintenance and repairs on the two (2 ea.) Agilent 7890 GC systems, one (1 ea.) Agilent 7697A Headspace autosampler and one (1 ea.) OI Analytical XSD 5360 detector to ensure reliable and uninterrupted analytical services to the U.S. naval vessels and shore based commands.

Specific equipment under the scope of the PWS include the following:

2 ea. Systems, Agilent 7890B Gas Chromatograph (GC), Serial No. US16443011-WSN 161235 and

US16443022-WSN 161236.

o 1 ea., Agilent 7697A Headspace autosampler, Serial No. CN16440030-WSN 161236HS o 1 ea., OI Analytical XSDTM 5360 detector, Serial No. CN16440030

3. Performance Work Specification:

Contractor Qualifications and Requirements. The contractor shall be authorized by the Original Equipment Manufacturer (OEM) to perform maintenance and repair services on Wasson ECE Instrumentation. Contractor personnel must be trained and certified to work on OEM equipment.

3.1. Preventive Maintenance (PM): The Contractor shall perform one (1), on-site Preventative Maintenance on Government-owned items listed in paragraph, “2. Scope/Objective” in accordance with current Original Equipment Manufacturer (OEM) guidelines.

3.1.1. Unless otherwise specified in the PWS, the Contractor shall provide all necessary resources in the course of performance, which includes, but is not limited to, engineering, cleaning, adjustments, replacement of OEM factory-certified consumables, functional/operational tests, technical support inquiries, basic consumables, and software updates.

3.1.2. Should the contractor, determine that additional parts and repairs services are necessary to restore the unit to full operational status, and beyond the scope of OEM preventive maintenance guidelines, the Contractor shall provide a detailed written report to the Technical Point of Contact (COR), identifying the problems, required parts, and necessary services to restore the unit to full operational status.

3.1.3 Travel: Travel is included in the estimated costs of the contract. All travel of Contractor personnel and related expenses are inclusive of performance.

3.1.4. Any travel required by the Contractor during the course of performance shall be in accordance with the Department of Defense Joint Travel Regulations (DOD JTR) and Federal Acquisition Regulations (FAR) 31.205-46.

3.2. Repairs:

3.2.1. The Contractor shall repair the unit if Preventive Maintenance does not restore to OEM design specifications.

3.2.2. Parts and supplies provided under this contract shall be guaranteed to be equal in all respects, including performance, interchangeability, durability and quality to the OEM parts when new or as presently recommended by the manufacturer.

3.2.3. All parts on the instrument that are not in the exclusion (paragraph 3.5) are covered.

3.2.4. When requested, the Contractor shall provide up to three (3) emergency repair services per year with a maximum five business day response time.

3.3. Technical Support: The Contractor shall provide technical support through software updates, software notifications, and troubleshooting assistance.

3.4. Service Report: The Contractor shall provide a report no later than five (5) business days following service, detailing the nature of the work performed; any parts replaced and operational test results to ensure performance within OEM tolerances and specifications; any upgrades or modifications; and other pertinent information concerning the condition of the equipment to the COR.

3.5. Exclusion: Coverage excludes sampling systems, data collection systems, and OFID reactors. Mass spectrometer detector coverage, if any, includes one annual source cleaning with replacement of the filaments. Consumables are not covered.

3.7. Other Performance Work Specification Requirements.

3.7.1. The contractor shall support the shipyard’s work schedule such that services and deliverables of this contract are subservient to PHNSY&IMF mission operations and associated security requirements, while conducting work in and around the installation.

3.7.2. The contractor shall provide and is responsible for all labor, management, supervision, coordination, quality control, quality assurance, quality management, safety management, material, equipment, and transportation necessary to perform the requirements. The contractor shall ensure adequate resources are dedicated to comply with the standards, guidelines and procedures as stated to satisfy the requirements in this contract.

3.7.3. The contractor shall work in accordance with the PWS issued by the Contracting Officer (KO). Should the contractor be instructed by an individual other than the KO to perform work that it considers a change to the PWS, the contractor shall not perform such work and shall immediately notify the KO and/or Contracting Officer’s Representative

(COR).

3.7.4. Contractors shall execute work in accordance with the PWS, Technical Work Documents (TWDs), including Task Group Instructions (TGIs), and other technical direction.

3.7.5. Contractor shall perform in accordance with all applicable Federal, State, Country, City, and local statutes and regulations.

4.0. Service Delivery Summary.

Performance Requirement

PWS

Paragraph

Performance Threshold

Performance Measurement

4.1 Performance

Preventive Maintenance

Paragraph 3.1 100% Delivery and Compliance

Assessment by the government representative

4.2 Perform Repairs Paragraph 3.2 100% Delivery and

Compliance

Assessment by the government representative

4.3 Provide Technical

Support

Paragraph 3.3 100% Delivery and Compliance

Assessment by the government representative

4.4 Service Report Paragraph 3.4 100% Delivery and

Compliance

Submission to the government representative within five (5) business days following service

4.5 Quality Control Plan Paragraph 5.0 100% Delivery and

Compliance

First day of contract performance

4.6 Contractor Manpower

Reporting Application

Paragraph 6.0 100% Delivery and Compliance

By October 31 of each calendar year

5.0. Quality Assurance.

5.1. The Contractor is responsible for implementing and maintaining a Quality Control Plan (QCP) that identifies and results in the correction of potential and actual problems. The QCP shall be implemented on the first day of contract performance and a copy of QCP shall be provided to the government representative prior to contract performance.

5.2. The QCP shall outline the Contractor’s plan to ensure the quality of deliverables as outlined in this PWS. The QCP shall address contractor performance, and corrective actions, should the review(s) identify areas requiring remedial action.

5.3. The Contractor shall keep records of any inspections and corrective actions taken, as outlined in the QCP and shall make such records available to the COR upon request.

6.0. Government Furnished Services. Electricity, water, and equipment required gases will be available in order to perform troubleshooting and performance testing.

7.0. Government-Furnished Equipment. The government will not provide any additional material, or government furnished equipment as part of this PWS.

8.0. Place of Performance. Items listed in, “2.0 Scope/Objectives” are located at PHNSY & IMF, Code 134 Quality Assurance Department Laboratory Division, Bldg. 1443, 1st floor, inside the Controlled Industrial Area (CIA).

9.0. Shifts and Holidays. Regular working hours shall consist of an 8 hour period. Shifts are: 1st shift 0630 – 1500 hours; 2nd shift 1430 – 2300 hours; 3rd shift 2230 – 0700 hours; Monday through Friday, excluding Federal holidays.

New Year's Day 1st of January Dr. Martin Luther King's Birthday 3rd Monday in January President's Day 3rd Monday in February Memorial Day 5th Monday in May Independence Day 4th of July Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veteran's Day 11th of November Thanksgiving Day 4th Thursday in November Christmas Day 25th of December

10.0 . Security.

10.1. The contractor’s employees must be a U.S. citizen and registered with the Defense Biometric Identification System (DBIDS). Sufficient time shall be allowed by the contractor to obtain the necessary badges prior to work.

10.2. The contractor will coordinate with the TPOC or COR to obtain a DBIDS pass located at:

Nimitz Visitor Control Ctr. / Pass & ID 1250 South Drive, Honolulu, HI 96818

Joint Base Pearl Harbor-Hickam, Hawaii https://www.cnic.navy.mil/regions/cnrh/installations/jb_pearl_harbor_hickam/om/pass_and_id.html

10.3. Prior to the start of work, the contractor shall provide the COR on company letterhead, a request for access. The request for access shall include the following information: full name, social security number, date of birth, place of birth, and citizenship.

10.4. The contractor shall verify and certify the request for personnel access. Contractor shall have supporting records on file if required for examination.

10.5. Each contract employee requesting access shall complete form SECNAV 5512/1, latest revision. 5512/1 form shall be word processed. Signature and initials shall be written in black ink.

10.6. Contractor personnel shall follow all procedures in requesting and obtaining a PHNSY & IMF “WHITE” escorted standard access control badge required for work inside the Controlled Industrial Area (CIA). Only individuals with favorable investigations shall be utilized on this contract. See Appendix III latest revision.

10.7. Should contractor personnel receive or suspect they have learned classified information beyond their level of clearance, the contractor shall identify and immediately report suspicions to the COR.

10.8. This contract does not require a security clearance level and clearance granted by the Defense Security Service

(DSS).

10.9. Contractor shall comply with Security requirements specified in Appendix III latest revision.

10.10. Contractor personnel shall not provide any services determined to be inherently Governmental functions as identified under Federal Acquisition Regulation (FAR) Subpart 7.5. Furthermore, contractor personnel shall not provide personal services as identified under FAR 37.104. The Contractor shall provide notice to the COR immediately upon awareness of any services provided that are determined to be inherently governmental functions and/or personal services.

10.11. Contractor personnel shall not establish an employee-employer relationship with Government personnel.

10.12. When performing work associated with this PWS, the Contractor shall make clear to all individuals they deal with that they are contract employees and not DOD employees. Contractor employees shall clearly identify themselves as a Contractor (e.g., company shirt, pin, visible company identification) in a visible location on the front of exterior clothing and above the waist (except when safety or health reasons prevent such placement) as to who their employer is. Identification badges shall be worn at all times when performing work.

10.13. Contractor personnel shall not manage, supervise, or task Government employees or military personnel. Contractor personnel shall not make any commitment to non-Government personnel, including foreign officials, which commit the expenditure of U.S. Government resources.

11.0. Safety and Environmental. The contractor and its subcontractors shall comply with Public Law 91-596 (Occupational Safety and Health Act (OSHA)) and the Environmental, Safety, and Occupational Health (ESOH) (DODD 4715.1E). These requirements shall be incorporated into the contractor's safety and health program. The Department of Defense (DOD) participates in the OSHA Voluntary Protection Program (VPP). Contractor personnel performing services on a DOD installation shall participate in the local VPP. Information on the VPP is available at http://www.osha.gov/dcsp/vpp/index.html.

11.1. Contractor shall comply with, “Safety and Health Work Practices for Contractors Working with PHNSY &IMF,” Appendix I latest revision.

11.2. Contractor shall comply with, “Contractor Environmental Specification Guidelines” for PHNSY & IMF, Appendix II latest revision.

11.3 Contractor shall comply with memo 20-MO28 June 18, 2020, “Contractor Brief Format” for PHNSY & IMF, Appendix IV.

12.0 . Enterprise-Wide Contractor Manpower Reporting Application

12.1. The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided for the PHNSY & IMF via a secure data collection site.

12.2. Contracted services excluded from reporting are based on Product Services Codes (PSCs).

The Excluded PSCs are:

1. W, Lease of Equipment;

2. X, Lease/Rental of Facilities;

3. Y, Construction of Structures and Facilities;

4. S, Utilities ONLY;

5. V, Freight and Shipping ONLY.

12.3. The contractor is required to completely fill in all required data fields using the following web address https://www.ecmra.mil.

12.4. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year. Contractors may direct questions to the help desk, linked at https://www.ecmra.mil.

13.0 Attachments

APPENDIX I

SAFETY AND HEALTH WORK PRACTICES FOR CONTRACTORS WORKING WITH PEARL HARBOR NAVAL

SHIPYARD AND INTERMEDIATE MAINTENANCE FACILITY (PHNSY & IMF)

(Revised May 27, 2020)

APPENDIX II

CONTRACTOR ENVIRONMENTAL SPECIFICATION GUIDELINES

(Revised January 17, 2013)

APPENDIX III

SECURITY REQUIREMENTS APPLICABLE FOR PEARL HARBOR NAVAL SHIPYARD & IMF’S CONTROLLED INDUSTRIAL AREA, OTHER SENSITIVE AREAS, CONTROLLED NUCLEAR INFORMATION AREAS, AND/OR

NUCLEAR WORK AREAS

(Revised August 2013)

APPENDIX IV

NEW CODE 106 CONTRACTOR BRIEF FORMAT

5100 Ser 106/M028 (June 18, 2020)