PWS - Scotia Equipment.pdf

CUI

DEFENSE LOGISTICS AGENCY

HEADQUARTERS

8725 JOHN J. KINGMAN ROAD

FORT BELVOIR, VIRGINIA 22060-6221

PERFORMANCE WORK STATEMENT FOR EQUIPMENT MAINTENANCE

SCOTIA, NEW YORK DEPOT

1 Objective: The objective of this Performance Work Statement (PWS) is to acquire professional services to repair and maintain operating equipment in a safe and operationally ready condition for the Defense Logistics Agency Strategic Materials Depot located at Building 12, Route 5, Amsterdam Road, Scotia, New York 12302. This is a firm fixed price performance-based contract. This contract is for one base year with the possibility of four option years in accordance with FAR 52.217-8 Option to Extend Services and FAR 52.217-9 Option to Extend the Term of the Contract. FAR 52.217-8 and FAR 52.217-9 does not commit nor obligate the Government to exercise these options, only expresses intent to exercise.

1.1 Scope of Work: The Contractor shall provide all labor, administrative support, transportation, supervision, coordination and control of all sub-contractors, equipment, materials, parts, tools, and supplies associated with the performance of all services associated with this PWS. The Contractor shall plan, schedule, coordinate and provide effective completion of all services described herein. The Contractor shall perform timely and effective equipment maintenance (PM) every three months (quarterly) at a minimum. All repair and equipment maintenance services shall be made in accordance with the Original Equipment Manufacturers (OEM) requirements unless specified differently in this PWS. The Contractor shall make available to the Contracting Officer’s Representative (COR) the status of all equipment repair/maintenance work in progress (or pending) upon request. See paragraph 5 of this PWS for a detailed description of all required services.

1.1.1 Basic Services: The Contractor shall perform all services associated with the performance of this PWS. All services shall be performed at the Acceptable Quality Level (AQL) established in the Performance Requirements Summary Table (PRST) of this PWS. (See Attachment 2 to this PWS for a copy of the “Performance Requirements Summary Table (PRST”).

1.1.2 Work Schedule: The Contractor shall develop and submit a written Work Schedule for performance of all services described in this PWS within ten (10) business days after contract award to the COR for review and approval. At a minimum, the Contractor shall schedule and perform all services identified in the Performance Requirements Summary Table (PRST) at the frequency of services listed in the table. (See Attachment 2 to this PWS for a copy of the “PRST”). The Work Schedule shall identify operating equipment by number, type of service and approximate time and date the service(s) will be performed. Once accepted by the COR, this Work Schedule shall be known as the Approved Work Schedule (AWS). The Contractor shall provide a copy of the Approved Work Schedule (AWS) to the Contracting Officer’s Representative (COR) and not deviate from the Approved Work Schedule (AWS). The Contractor may propose deviations from the Approved Work Schedule (AWS) but must submit proposed deviations to the Contracting Officer’s Representative (COR) and obtain written approval from the COR before implementing any deviations to the Approved Work Schedule (AWS). This Approved Work Schedule (AWS) will be used in part by the COR

SOURCE SELECTION INFORMATION, SEE FAR 2.101 AND FAR 3.104

to determine inspection points and times. Results of these inspections will be reflected in the “Government Inspection Report”. (See Attachment 3 to this PWS for a copy of the “Government Inspection Report”).

1.1.3 Work Plan: The Contractor shall develop and submit a written Work Plan for performance of all service(s) described in this PWS within ten (10) business days after contract award to the COR for review and approval. The Work Plan shall explain how all aspects of the service(s) identified in this PWS will be performed. Once approved by the COR, this Work Plan shall be known as the Approved Work Plan (AWP). The Contractor shall provide a copy of the Approved Work Plan (AWP) to the Contracting Officer and the Contracting Officer’s Representative (COR). The Contractor may propose deviations from the Approved Work Plan (AWP) but must submit proposed deviations to the Contracting Officer’s Representative (COR) and obtain written approval from the COR before implementing any deviations to the Approved Work Plan.

This Approved Work Plan (AWP) will be used in part by the COR to determine inspection points and times. Results of these inspections will be reflected in the “Government Inspection Report”. (See Attachment 3 to this PWS for a copy of the “Government Inspection Report”).

1.1.4 Adjustments to Operating Equipment Inventory: The Contracting Officer will have the right to make increases, decreases or changes to the operating equipment quantity and/or types as new equipment is received, as equipment is removed from service, as the custody of equipment is temporarily transferred, as different types of operating equipment are placed into service and to substitute new or different equipment which replaces existing equipment identified in the “Equipment Summary” of this PWS (See Attachment 1 to this PWS for a copy of the “Equipment Summary”). A contract modification will be executed to reflect any associated change in pricing due to an increase/decrease or change of equipment inventory. Any changes to the established operating equipment inventory that changes contract pricing will require price negotiations. The Contractor shall not be reimbursed for services rendered on equipment not included in the “Equipment Summary” of this PWS. (See Attachment 1 to this PWS for a copy of the “Equipment Summary”). Any additions, deletions or changes to equipment inventory shall be brought to the attention of the Contracting Officer in writing for proposed modification to the contract.

Note 1: The custody of some operating equipment included in the “Equipment

Summary” of this PWS (See Attachment 1 to this PWS for a copy of the “Equipment Summary”) may be temporarily transferred to other contractor(s) for their use under contract requirements with DLA Strategic Materials. All preventative maintenance (PM), repairs, replacement, and/or refurbishment of operating equipment that has been transferred to other contractor(s) for their use under contract requirements with DLA Strategic Materials shall be performed by the contractor that has custody of the operating equipment at their expense.

A contract modification will be executed to reflect any associated change in pricing due to changes in equipment inventory due to the transfer of custody of operating equipment to other contractor(s) for their use under contract requirements with DLA Strategic Materials. The Contractor shall not be reimbursed for services rendered on transferred equipment.

1.2 Contractor Personnel: The Contractor shall be fully staffed on the first day of contract performance and maintain a fully trained staff throughout the life of the contract.

1.2.1 Project Management: The Contractor shall provide project management. The Project Manager or an approved designated alternate shall be available at all times while contract work is in progress to receive notices, reports or request from either the Contracting Officer or the COR. The Project Manager shall have full authority to act for the Contractor on all matters relating to the performance of all service(s) identified in this PWS. The Project Manager must be able to read, write and speak English and shall have in-depth knowledge of the performance based and prescriptive quality processes, procedures and equipment required to accomplish all service(s) listed in this PWS. No later than five (5) business days after the start of contract performance, the Contractor shall provide the name(s), location, and telephone number(s) of the designated Program Manager to the Contracting Officer and the COR.

1.2.2 Contractor Employees: The personnel employed by the Contractor shall be capable employees, trained and qualified in the maintenance and repair of the operating equipment listed in the “Equipment Summary” of this PWS. (See Attachment 1 to this PWS for a copy of the “Equipment Summary”). The Contractor must not employ persons for work on this contract if the employee is considered by the Contracting Officer to be a potential threat to the health, safety, security, general well-being, or operational mission of the facility and its population employees. Contractor personnel shall present a neat appearance and be easily recognized as Contractor personnel. All Contractor (and sub-contractor) employees must be able read, write and speak English.

1.2.3 License Requirements: The Contractor shall ensure their employees and Sub-

Contractor employees have current and valid professional licenses or certifications required by Federal, New York State and local law. The following professional licenses or certifications are required:

- A current driver’s license issued by any State.

- Any other professional license or certification required by Federal, New York State and local law related to work on a specific service(s) of this PWS.

1.2.4 Security Requirements: No weapons, alcohol, or other prohibited items will be permitted on-site. All items brought on-site are subject to search by security personnel.

Contractor employee access will be restricted to areas where services associated with this PWS are being performed. The Contractor shall provide a list of all Contractor personnel authorized to perform the services listed in this PWS to the COR post award and prior to issuance of the notice to proceed. Personnel identified on this list will be allowed access to the installation by signing in at the Guard House adjacent to the main access gate. Personnel not included on the list may be allowed access to the property but must be always escorted by a person who is on the list.

1.2.5 Contractor Employees Security Clearance: All Contractor and Sub-Contractor employees may be required to submit to a background check prior to access to the government site. The Contractor shall submit all requested personnel information for each of their employees upon request from the Government. This information will be used solely for the purpose of performing these background checks if required.

1.2.6 Employee Training: All Contractor employees shall be trained to respond to emergency conditions (e.g., fire in building). The Contractor employees shall:

A) Report fires and hazardous conditions identified during the performance of services required by this PWS to the COR.

B) Close doors and turn off lights that were opened or turned on in performance of services required by this PWS.

C) Turn in all lost and found articles to the COR.

D) Wear appropriate personal protective equipment identified and supplied by the

Contractor.

1.2.7 Visitor Register: All Contractor employees shall sign in and out on the “Visitor

Register” maintained in Scotia’s administrative building (Building-12) to document which Contractor employees are on-site at any point in time. This “Visitor Register” is utilized by on-site Government personnel to ensure all Contractor employees are accounted for and notified of actions to be taken in the event of an emergency event (e.g., fire, active shooter, damaging weather etc.).

1.2.8 Common Access Card (CAC) Procedures: Procedures are established for the issuance of Common Access Cards (CAC) to Contractor employees who need access to controlled areas and technology during the performance of services. The performance of services under this PWS will not require Contractor employees to be issued Common Access Cards (CAC) as no access will be given to controlled areas or technology. See paragraph 1.2.4 of this PWS for access requirements.

1.2.9 E-Verify Program Requirements: The Contractor shall comply with all requirements of the “E-Verify Program”. The Contractor shall prescreen all potential employees employed in the performance of required services of this PWS utilizing the E-Verify

Program. Requirements of this program can be accessed at http://www.uscis.gov/e-verify. The Contractor shall ensure that employees have two (2) valid forms of government issued identification prior to enrollment to ensure the correct information is entered into the E-Verify system. An initial list of all potential employees that have been “verified eligible” shall be provided to the Contracting Officer no later than three (3) business days after contract award.

1.3 Quality Control: The Contractor shall establish a comprehensive Quality Control Plan to assure that the requirements of the PWS are satisfied. The basic tenet of the plan is that the Contractor is responsible for quality control. The methods of surveillance used by the Government will be random unless listed differently in the Performance Requirements Summary Table (PRST) of this PWS. Inspection methods and Acceptable Quality Levels are listed in the Performance Requirements Summary Table (PRST) (See Attachment 2 to this PWS for a copy of the “Performance Requirements Summary Table (PRST”).

1.3.1 Quality Control Plan: The Contractor shall develop and maintain a comprehensive Quality Control Plan to ensure all service(s) are performed in accordance with this Performance Work Statement (PWS). The Contractor shall develop, and implement procedures to identify, prevent, and ensure non-reoccurrence of defective/unacceptable service(s) performance. The Contractor shall perform quality control inspections using qualified personnel (i.e., personnel sufficiently knowledgeable of technical aspects covered under this PWS, which would allow identification/discovery of improperly performed service(s)).

1.3.2 Quality Control Plan Requirements: The Quality Control Plan shall include specifics as to the areas to be inspected on both a scheduled and unscheduled basis, frequency of inspections, submission of a Quality Control Inspection Schedule, and the title and organizational placement of the inspectors. The plan shall provide a description of the methods to be used to identify and prevent defects in the quality of service(s) performed and corrective actions to be taken to correct defects identified. The plan shall also provide a description of the records to be kept documenting inspections and corrective or preventative actions taken.

1.3.3 Quality Control Plan Records Requirements: A copy of the Contractor’s Quality

Control Plan shall be provided to the Contracting Officer and the COR within ten (10) business days after contract award. The Contractor may implement changes to their Quality Control Plan subject to the Contracting Officer’s written approval. If changes are made to the Quality Control Plan, an updated copy of the plan must be provided to the Contracting Officer and the COR within five (5) business days after changes occur.

Documentation of inspections and corrective actions taken shall be kept (and be made available to the Contracting Officer or COR upon request) throughout the contract performance period and for a period after contract completion until final settlement of any claims under this contract.

1.4 Quality Assurance: The Government will evaluate the Contractor’s performance by appointing a Contracting Officer’s Representative (COR) to monitor performance and ensure all service(s) are performed at the identified Acceptable Quality Levels identified in this PWS and listed in the Performance Requirements Summary Table (PRST) (See Attachment 2 to this PWS for a copy of the “Performance Requirements Summary Table

(PRST”).

1.4.1 Performance Evaluation Meeting: The Contracting Officer may require the Project

Manager to meet with the Contracting Officer, the Facility Manager/COR and other government personnel as deemed necessary. The Contractor may also request a meeting with the Contracting Officer when the Contractor believes that such a meeting is necessary. Meeting minutes shall be taken and distributed to all attending parties by an on-site Government employee. If the Contractor does not concur with any portion of the minutes, such non-concurrence shall be provided in writing to the Contracting Officer within ten (10) business days following receipt of the minutes from the government.

1.5 Physical Security: The Contractor shall be responsible for safeguarding all government furnished equipment, materials, and services/utilities for Contractor use. At the end of each day, all government furnished equipment, materials and services/utilities shall be secured by the Contractor.

1.5.1 Key Control: None required as no keys will be issued to the Contractor.

1.5.2 Lock Combinations: None required as no lock combinations will be given to the

Contractor.

1.6 Hours of Operation:

1.6.1 Contactor Hours of Operation: The Contractor shall perform all service(s) between 7:00 am and 3:00 pm Monday through Friday, except Federal holidays or any other day(s) designated by Federal Statute, Executive Order, or Presidential Proclamation.

The eleven Federal holidays include New Year’s Day, Martin Luther King Day, President’s Day, Memorial Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veterans Day, Thanksgiving Day, and Christmas Day. No service(s) will be performed on these holidays or other days designated by the COR (e.g., depot closed due to inclement weather). The Contractor shall schedule and arrange the performance of all services to cause the least interference with the normal occurrence of Government operations. No service(s) will be performed on-site outside of these hours of except as noted in paragraph 1.6.3 of this PWS.

1.6.2 On-Site Service(s) Performance Pre-Approval: The Contractor shall schedule the performance of all on-site service(s) in writing with the COR a minimum of fifteen (15) business days prior to the performance of any on-site service(s) by the Contractor. The Contractor shall not perform any on-site service(s) without receiving written pre-approval from the COR of the acceptability the proposed date(s) for the performance of on-site service(s) by the Contractor.

1.6.3 Emergency or Special Event: No emergency or special events are anticipated. If an unanticipated event occurs, the need for the Contractor to perform service(s) will be evaluated on a case-by-case basis.

1.7 Conservation of Utilities: The Contractor shall ensure that their employees practice utilities conservation. The Contractor shall be responsible for operating under conditions that prevent the waste of utilities.

1.7.1 Lights: Lights shall only be used as necessary in areas where equipment maintenance or repairs are actually being performed. Lights shall be turned off that were turned on to perform service(s) upon completion of service(s).

1.7.2 Mechanical Systems: Contractor employees shall adjust mechanical controls for heating, ventilation, and air conditioning only as required to perform services(s) associated with this PWS.

1.7.3 Water: Water faucets or valves shall be turned off when not in use by the Contractor.

1.8 ENVIRONMENTAL AND SAFETY: The Contractor shall comply with all applicable Federal, New York State, local laws and regulations and DLA Strategic Materials’

Environmental, Safety, Occupational Health and Management System (ESOHMS). (See Attachment 4 to this PWS for a copy of the Scotia Depot ESOHMS Orientation Guide for Contractors and Visitors). Additionally, the Contractor shall satisfy all requirements identified in the “Supplemental Environmental and Safety Requirements” attachment to this PWS. (See Attachment 5 to this PWS for a copy of the “Supplemental Environmental and Safety Requirements”).

1.8.1 Hazardous Materials: Use of hazardous materials shall be minimized. Hazardous materials may only be used in the event that a suitable non-hazardous material alternative does not exist. If required, hazardous materials shall be handled and disposed of as listed on the container(s) labeling. The Contractor shall provide a copy of the Safety Data Sheet (SDS) to the COR for all on-site Contractor furnished material that requires an SDS. Copies of all SDS's will be maintained on-site by the designated site safety monitor (a designated government employee) for quick reference.

1.8.2 Bio-Based Materials: The Contractor shall utilize one hundred percent (100%) bio-based products in the performance of this PWS for the following categories of products:

fuel additives, penetrating lubricants, greases, grease removers, gear lubricants, hydraulic fluids, sorbents, chain & cable lube, corrosion preventatives and multipurpose lubricants. All bio-based materials shall meet the Original Equipment Manufacturers (OEM) specifications. Within ten (10) business days of contract award, the Contractor shall submit a complete list of bio-based products, indicating product name, manufacturer, bio-based content, and the intended use of each of the materials that are to be used to satisfy the requirements of this PWS to the Contracting Officer and COR.

The Contractor shall report on USDA-designated bio-based products purchased by the Contractor during the previous Government fiscal year IAW FAR 52.223-2 (Affirmative Procurement of Bio-based Products Under Service and Construction Contracts). According to this clause, Contractors are required to report on USDA-designated bio-based products purchased by the Contractor during the previous Government fiscal year. If a bio-based product is not commercially available to meet a requirement of this PWS including OEM’s specifications, the Contractor shall document their effort to identify a suitable bio-based product and request relief from the Contracting Officer.

1.8.3 Green Procurement: Conservation of energy and material resources are national policies embedded in Federal Law. Consideration of environmental factors in procurement is required. In order to comply with federally mandated environmental preference programs and the Department of Defense (DoD) “Green Procurement Program” (GPP) policy, DLA requires the use of environmentally preferable products and services. Program elements include the use of recovered material products, recycled contents, energy and water efficient products, alternative fuels, bio-based products, non-ozone depleting substances, non-flammable propellants, priority chemicals, biodegradable, and environmentally friendly products to the maximum extent possible. The Contractor shall use environmentally sustainable (green products) to the maximum extent possible in performance of the service(s) of this PWS.

1.8.4 Clean Up/Disposal of Waste Materials: Upon completion of service(s), the

Contractor shall be required to clean-up the workspace and remove and dispose of any parts and debris from the government property. This shall be required after each workday. The Contractor shall dispose of all potentially regulated waste in a manner that complies with applicable Federal, New York State, DLA and local laws and regulations. The Contractor shall ensure that all potentially regulated waste is transported by a “Qualified Transporter” listed and qualified by DLA Disposition Services. A listing of “Qualified Transporters” may be viewed online at https://www.dla.mil/DispositionServices/Offers/Disposal/HazardousWaste/Qualifiedtr ansportersList/. This website address may change, but the requirement to utilize a “Qualified Transporter” approved by DLA Disposition Services remains in effect.

The Contractor shall also ensure that all regulated waste is disposed of at a “Qualified Facility” listed and qualified by DLA Disposition Services. A listing of “Qualified Facilities” may be viewed online at https://www.dla.mil/DispositionServices/Offers/Disposal/HazardousWaste/QualifiedF acilitiesList/. This website address may change, but the requirement to utilize a “Qualified Facility” approved by DLA Disposition Services remains in effect. These lists change and are updated frequently. The Contractor shall provide a copy of all documents related to the transfer and disposal of potentially regulated waste to the COR, including waste handler licenses and disposal facility certifications.

EXEMPTION 1: The DLA Strategic Materials Depot located in Scotia, New York generates less than 100 kilograms of non-acute hazardous/universal waste per month and the depot is classified as a Very Small Quantity Generator (VSQG) under 40 CFR 260.10. The Contractor shall classify any potentially regulated waste as “Waste For DLA” and accumulate it in containers that are compatible with the contents. Using this designation rather than the Resource Conservation and Recovery Act (RCRA) terminology (Hazardous Waste (HW) or Universal Waste (UW)) clarifies for on-site personnel and representatives from external agencies that the depot is not operating under the volume or accumulation time constraints normally associated with hazardous/universal waste.

The requirement to utilize qualified transporters and facilities as identified by DLA Disposition Services remains in effect. The potentially regulated wastes will be accumulated until a quantity necessary to facilitate proper recovery or treatment is reached. This quantity will be determined on a case-by-case basis with guidance given by COR. In the unlikely event that the DLA Strategic Materials Scotia Depot exceeds the VSQG threshold due to an accidental spill or large maintenance project, the depot will utilize the alternative standards for episodic generators in Subpart L of 40 CFR 262. This will allow the depot to maintain their VSQG status during such episodic events, provided certain conditions are met.

The COR will coordinate with DLA Strategic Materials HQ prior to implementing these standards and will notify the Contractor of the actions they shall perform.

EXCEPTION 2: Lead Acid Batteries: The Contractor shall deliver all removed lead acid batteries to a retailer, distributor, collector, or recycling facility in compliance with the New York State Environmental Conservation Law 27-1701. Lead Acid Battery Recycling. NO

REMOVED LEAD ACID BATTERIES SHALL BE STORED ON-

SITE.

EXCEPTION 3: Used Oil: The disposal of used oil removed from operating equipment is exempt from the requirements to utilize DLA Disposition Services qualified transporters and facilities if it is destined for recycling. All used oil removed from operating equipment shall be reclaimed of in a manner that complies with applicable Federal, New York State and local laws and regulations by the Contractor. The Contractor shall ensure that all used oil removed from operating equipment is removed from the government property by the end of each workday. The Contractor shall provide written documentation to the COR certifying that all removed used oil has been reclaimed of in a manner that complies with applicable Federal, New York State and local laws and regulations by the Contractor.

The Contractor shall provide this written documentation within ninety (90) calendar days from the date the used oil was removed from the government property. All containers shall be marked, “USED OIL.” NO REMOVED USED OIL SHALL BE STORED

ON-SITE.

1.8.5 Spill Responsibility: The Contractor is solely responsible f o r spill(s) during the performance of this PWS, which occurs because of, or is contributed to, the actions of its agents, employees, or Sub-Contractors. The Contractor shall clean up such spills or leaks to the satisfaction of the Government in a manner that complies with all applicable Federal, New York State and local laws and regulations. The cleanup shall be at no cost to the Government. The Contractor shall report all such spills or leaks, regardless of their quantity, to the Contracting Officer and COR immediately upon discovery. A written follow-up report shall be submitted to the Contracting Officer and COR not later than twenty-four (24) hours after the initial report. The written report shall be in narrative form and at a minimum shall include the following: 1) description of item spilled (including identity, quantity, etc.), 2) whether amount spilled is EPA/State reportable and if so, whether it was reported, 3) exact time and location of spill including a description of the area involved, 4) containment procedures initiated,

5) summary of any communications the Contractor has with press or Government officials other than the Contracting Officer or COR and 6) description of clean-up procedures employed or to be employed at the site including disposal location of spill residue.

1.8.6 Safety: The Contractor shall require all Contractor and Sub-Contractor employees to read the “Scotia Depot ESOHMS Orientation Guide for Contractors and Visitors.” (See Attachment 4 to this PWS for a copy of the “Scotia Depot ESOHMS Orientation Guide for Contractors and Visitors”). All Contractor employees shall sign and date a copy of the guide to document their understanding of the guide's contents. The Contractor shall provide copies of all signed "Scotia Depot ESOHMS Orientation Guide for Contractors and Visitors" to the COR. The Contractor shall ensure that all employees will comply with the requirements of this guide. The Contractor shall determine the need for, and supply all, personal protective equipment required by their employees to perform the services of this PWS. At a minimum, the Contractor shall require their employees to wear steel-toed safety shoes, eye protection and hand protection.

1.8.7 Mishap Reporting: The Contractor shall report in writing to the COR all injuries, property damage, equipment damage or vehicle mishap that occurs during the performance of service(s) associated with this PWS within two (2) hours of occurrence. The Contractor shall complete and submit any documentation determined to be appropriate by the COR to document the mishap. Any damage which occurs because of, or is contributed to the actions of its agents, employees, or Sub-Contractors to facilities or equipment by the Contractor shall be repaired or replaced at the expense of the Contractor to the satisfaction of the COR.

1.9 Records: The Contractor shall be responsible for creating, maintaining, and disposing of only those government-required records that are specifically cited in this PWS or the resulting contract. The Contractor shall maintain these records throughout the contract performance period and for a period after contract completion until final settlement of any claims under this contract. If requested by the government, the Contractor shall provide the original record(s) or a reproducible copy and an electronic copy of any such record(s), within five (5) business days of receipt of the request to the requestor.

1.9.1 Invoice/Quotes: The Contractor shall itemize all documents submitted to the Government for review. In the event a "fail" rating is assigned in a “Government Inspection Report” as a result of inspections invoices may not be processed for payment until documented defects are corrected. (See Attachment 3 to this PWS for a copy of the “Government Inspection Report”). Once reviewed by the Government, all invoices shall be submitted quarterly via Wide Area Workflow for payment process.

See paragraph 6.0 of this PWS for WAWF Instructions.

1.9.1.1 CLIN Structure: Invoices shall fall under one of the below Contract

Line-Item Numbers (CLINs). To facilitate quarterly invoicing, Vendor shall designate Quantity as each (EA), Unit Price is one dollar ($1.00) and the total amount is copied in the Unit of Measure. Equipment Maintenance shall be performed and invoiced quarterly.

1.9.2 Notification of Defective Service(s): The COR will notify the Contractor within twenty-four (24) hours when service defect(s) are identified and solicit the Contractor’s proposed corrective action(s) to preclude re-occurrence of the defective service(s) performance.

1.9.3 Correction of Defective Service(s): In the event a "fail" rating is assigned in a

“Government Inspection Report” (See Attachment 3 to this PWS for a copy of the “Government Inspection Report”) as a result of inspections, the Contractor shall re-perform defective service(s) to satisfy the requirements of this PWS. The Contractor shall implement processes to ensure re-occurrence of the defect is prevented. The COR will ascertain whether documented defect(s) were corrected, and processes implemented to ensure re-occurrence of the defect is prevented. The COR will notify the Contractor in writing within five (5) business days of corrective action(s) performance by the Contractor notifying them of the acceptability/unacceptability of the performed corrective action(s).

2. Definitions: As used throughout this PWS, the following terms shall have the meaning set forth below and specified as applicable to this contract. Words/Terms listed in “Definitions” are italicized in the body of this PWS.

Item No. Supplies/Services Quantity Unit of Measure Unit Price Total Dollar Amount Base Year CLIN 0001 Equipment Maintenance EA $1.00 Base Year CLIN 0002 Repair Services EA $1.00

Option Year I CLIN 1001 Equipment Maintenance EA $1.00 Option Year I CLIN 1002 Repair Services EA $1.00 Option Year II CLIN 2001 Equipment Maintenance EA $1.00 Option Year II CLIN 2002 Repair Services EA $1.00 Option Year III CLIN 3001 Equipment Maintenance EA $1.00 Option Year III CLIN 3002 Repair Services EA $1.00 Option Year IV CLIN 4001 Equipment Maintenance EA $1.00 Option Year IV CLIN 4002 Repair Services EA $1.00

Table One (1): Contract Line Iten Number (CLIN) Pricing

2.1 General Definitions:

A. Acceptable Quality Level (AQL): The standard at which service is considered satisfactory as agreed upon by the Contractor and Government.

B. Approved Work Plan (AWP): A written work plan that is developed by the Contractor and approved by the Contracting Officer that explains how all aspects of the service(s) identified in this PWS will be performed.

C. Approved Work Schedule (AWS): The schedule for service(s) performance developed by the Contractor and approved by the Contracting Officer that identifies operating equipment by number, type of service and approximate time and date the service(s) will be performed.

D. Basic Services: Those recurring services provided on-site as defined in this PWS.

E. Contractor: The term Contractor as used herein refers to both the prime Contractor and any Sub-Contractors. The prime Contractor shall ensure that their Sub-Contractors comply with the provisions of this PWS.

F. Contracting Officer (KO): One with the authority to enter into, administer, and/or terminate contracts and make related determinations.

G. Contracting Officer’s Representative (COR): One who is designated and authorized in writing by the Contracting Officer to be responsible for surveillance/monitoring of the Contractor’s performance.

H. Contractor Owned/Furnished Property: All property used during the performance of this PWS that is owned or furnished by the Contractor.

I. Facility Manager: The supervisory Government person responsible for depot operations (Also known as the Depot Manager).

J. Defect: A service output that does not meet the standard of performance associated with the requirements of this PWS.

K. Equipment Maintenance (PM): The routine checking of equipment that is performed by a mechanic on a specific scheduled basis. Equipment maintenance (PM) includes, but is not limited to visual and operational inspections, lubrication of axles and fittings, oil changes, changing fuel filters, air filters and oil filters, adding fluid to the battery, adding coolant to the coolant system, adding fluid to the hydraulic systems, adding fluid to the transmission systems, checks of hydraulic lines, replacement of blown lightbulbs and fuses, adjustments and replacements that are necessary to provide safe and operational equipment. The Contractor shall be responsible for the correct mixture of antifreeze. All equipment maintenance (PM) services, to include those items that have been received under warranty, shall be performed in accordance with the OEM specifications and appropriate manufacturers’ manuals. As a part of performing equipment maintenance (PM), the costs of the following items shall be borne by the Contractor to include but are not limited to oil, grease/lubricants, transmission and hydraulic fluids, anti-freeze, battery fluids, oil filters, air filters, fuel filters, lightbulbs, fuses, and fittings. The Contractor shall compare equipment being serviced with the equipment listed in the “Equipment Summary” (See Attachment 1 to this PWS for a copy of the “Equipment Summary”) to verify make, model and serial numbers. Safety Inspections shall be performed on all equipment during all quarterly maintenance events. The Contractor shall report all uncorrected defects/deficiencies to the COR in writing. The Contractor shall not be reimbursed for services rendered on equipment not included in the “Equipment Summary”. (See Attachment 1 to this PWS for a copy of the “Equipment Summary”).

L. Government Inspection Report: A written report that documents the actual level of service(s) performance by the Contractor. The COR completes this report.

M. Government Owned/Furnished Property: All property used on this PWS that is owned or furnished by the Government.

N. Limited Technical Inspection: A thorough inspection of the equipment to include the engine, transmission, major components, controls, mast, cables, chains, hoses, electrical, and hydraulic systems, etc. to determine condition of the equipment.

O. Minor Repair: Any repair to operating equipment that cost less than $200.00 per occurrence on any single piece of operating equipment required to return the operating equipment to a safe and operationally ready condition. The cost of minor repairs shall be borne by the Contractor.

P. Performance Requirements: Service(s) to be performed by the Contractor.

Q. Performance Standard: The desired results, expressed by the Government, expected from performance of contract services, to satisfy the requirement.

R. Performance Requirements Summary Table (PRST): An outline of PWS requirements that identifies the key service outputs of the PWS that will be inspected or surveyed by the Government, and related performance standards, method(s) of performance assessment and surveillance. Identifies the minimum frequency the Contractor shall perform a specified equipment maintenance or repair service and the associated acceptable quality level.

S. Project Manager: The person(s) assigned by the Contractor to manage the overall performance of all service(s) identified in this PWS.

T. Quality Assurance: Those actions taken by the Government to assure service(s) performed meet the Acceptable Quality Level established in this PWS.

U. Quality Control Plan: An organized written, “living”, document (developed by the

Contractor) outlining the Contractor’s methodology for measuring and ensuring acceptable performance of service(s). This document also outlines the Contractor’s methodology for addressing defects identified during performance of service(s).

V. Repair Service(s): Any service(s) to operating equipment other than “Equipment

Maintenance” services and minor repairs required to return operating equipment to a safe and operationally ready condition. Repair(s) Service(s) will be addressed on a case-by-case basis with guidance given by DLA Strategic Materials.

3. Government Furnished Property and Services: The Government will provide the Contractor with (see 3.1 thru 3.3 below) Government owned property, materials, and services for official Government business only in performance of work under this PWS. The use of Government furnished property, materials and services for other purposes are prohibited. The Contractor shall be responsible for safeguarding all Government property provided for Contractor use. No alterations to Government provided property shall be made without specific written permission from the Contracting Officer. The Contractor shall return all Government provided property to the Government upon completion of this contract in the same condition as received (minus fair wear and tear and approved modifications).

3.1 Government Furnished Property: None

3.2 Government Furnished Materials: None

3.3 Government Furnished Services/Utilities: The Government will furnish to the Contractor at no cost, access to hot and cold water, access to sanitary drains, electricity, and lighting as necessary.

4. Contractor Furnished Items and Services: Except for the property, material and services referenced in Section 3 of this PWS, the Contractor shall provide all equipment, materials, tools, parts, and services necessary to perform the requirements of this PWS. The Contractor shall not use any material which would be unsuitable for its purpose or harmful to the surface to which applied. All parts and materials used for the performance of this contract shall be of good quality and shall comply with Federal, New York State and local guidelines for safety and the environment.

5. Specific Task: The Contractor shall ensure that all operating equipment included in the

“Equipment Summary” (See Attachment 1 to this PWS for a copy of the “Equipment Summary”) is maintained in a safe and fully operational condition. The Contractor shall provide all labor, administrative support, transportation, supervision, coordination and control of all Sub- Contractors, equipment, materials, parts, supplies, tools, and services associated with the performance of repair and equipment maintenance (PM) services of operating equipment associated with this PWS at the DLA Strategic Materials Scotia Depot located in Scotia, New

York. The Contractor shall plan, schedule, coordinate and provide effective completion of all services described herein. The Contractor shall perform timely and effective equipment maintenance (PM) every three months (quarterly) at a minimum. Reference the Performance Requirements Summary Table (PRST) for frequency of service requirements and Acceptable Quality Levels (AQLs). (See Attachment 2 to this PWS for a copy of the PRST). All repairs and equipment maintenance (PM) services shall be made in accordance with the Original Equipment Manufacturers (OEM) requirements unless specified differently in this PWS. The Contractor shall use only OEM non-rebuilt parts for repairs and/or equipment maintenance (PM) of operating equipment serviced under this PWS unless written approval to deviate from this requirement is obtained from the Contracting Officer. The Contractor shall not be reimbursed for services rendered on equipment not included in the “Equipment Summary”. (See Attachment 1 to this PWS for a copy of the “Equipment Summary”). The Contractor shall schedule all on-site performance of service(s) under this PWS with the COR a minimum of fifteen (15) business days in advance of its performance. No services shall be performed on-site by the Contractor without COR acceptance of proposed performance dates and times. The Contractor shall perform the following services:

5.1 Service Mechanical Systems: Maintain mechanical systems of operating equipment listed in the “Equipment Summary” in a safe and fully operational condition in accordance with OEM recommendations. The Contractor shall report identified defects/deficiencies to the COR within four (4) hours of identifying the defect/deficiency. The Contractor shall perform repair service(s) IAW paragraph 5.9 of this PWS. At no time will the listed operating equipment be in an unsafe or inoperable condition unless the COR concurs.

Mechanical systems include (but are not limited to): engine, transmission, steering, brakes, suspension, mast, forks, chains, attachments, axles, etc...

5.2 Service Fuel Systems: Maintain fuel systems of operating equipment listed in the “Equipment Summary” in a safe and fully operational condition in accordance with OEM recommendations. The Contractor shall report identified defects/deficiencies to the COR within four (4) hours of identifying the defect/deficiency. The Contractor shall perform repair service(s) IAW paragraph 5.9 of this PWS. At no time will the listed operating equipment be in an unsafe or inoperable condition unless the COR concurs. Fuel systems include (but are not limited to): storage tanks, lines, hoses, filters, pump, sending unit etc.

5.3 Service Hydraulic Systems: Maintain hydraulic systems of operating equipment listed in the

“Equipment Summary” in a safe and fully operational condition in accordance with OEM recommendations. The Contractor shall report identified defects/deficiencies to the COR within four (4) hours of identifying the defect/deficiency. The Contractor shall perform repair service(s) IAW paragraph 5.9 of this PWS. At no time will the listed operating equipment be in an unsafe or inoperable condition unless the COR concurs. Hydraulic systems include (but are not limited to): storage tanks, lines, hoses, control valves, filters, connectors, cylinders, etc.…

5.4 Service Electrical Systems: Maintain electrical systems of operating equipment listed in the recommendations. The Contractor shall report identified defects/deficiencies to the COR within four (4) hours of identifying the defect/deficiency. The Contractor shall perform repair service(s) IAW paragraph 5.9 of this PWS. At no time will the listed operating equipment be in an unsafe or inoperable condition unless the COR concurs. Electrical systems include (but are not limited to): ignition, starters, batteries, wiring, lights, horn, back up alarm, displays, motors, relays, etc.…

5.5 Service Lubrication Systems: Maintain lubrication systems of operating equipment listed in the “Equipment Summary” in a safe and fully operational condition in accordance with OEM recommendations. The Contractor shall report identified defects/deficiencies to the COR within four (4) hours of identifying the defect/deficiency. The Contractor shall perform repair service(s) IAW paragraph 5.9 of this PWS. At no time will the listed operating equipment be in an unsafe or inoperable condition unless the COR concurs. Lubrication systems include (but are not limited to): oil, lines, hoses, fittings, filters, etc.…

NOTE: The Contractor shall change the oil and replace the oil filter on all operating equipment listed in the “Equipment Summary” during the performance of every quarterly equipment maintenance event regardless of hours of operation or OEM recommendations.

5.6 Service Body/Chassis: Maintain body/chassis of operating equipment listed in the recommendations. The Contractor shall report identified defects/deficiencies to the COR within four (4) hours of identifying the defect/deficiency. The Contractor shall perform repair service(s) IAW paragraph 5.9 of this PWS. At no time will the listed operating equipment be in an unsafe or inoperable condition unless the COR concurs. Body/Chassis systems include (but are not limited to): frames, doors, fenders, counterweights, windows, seats, access covers, etc.…

5.7 Service Tires/Wheels: Maintain tires/wheels of operating equipment listed in the “Equipment

Summary” in a safe and fully operational condition in accordance with OEM recommendations. The Contractor shall report identified defects/deficiencies to the COR within four (4) hours of identifying the defect/deficiency. The Contractor shall perform repair service(s) IAW paragraph 5.9 of this PWS. At no time will the listed operating equipment be in an unsafe or inoperable condition unless the COR concurs. Tires/Wheels systems include (but are not limited to) tires, wheels, tracks, fasteners, valve stems, etc.…

5.8 Service Miscellaneous Systems: Maintain miscellaneous systems of operating equipment listed in the “Equipment Summary” in a safe and fully operational condition in accordance with OEM recommendations. The Contractor shall report identified defects/deficiencies to the COR within four (4) hours of identifying the defect/deficiency. The Contractor shall perform repair service(s) IAW paragraph 5.9 of this PWS. At no time will the listed operating equipment be in an unsafe or inoperable condition unless the COR concurs. Miscellaneous systems include (but are not limited to) all assemblies, sub-assemblies, parts, components, and other items encountered on operating equipment that are not covered by paragraphs 5.1 through 5.7 of this PWS”.

5.9 Repair Service(s): The Contractor shall develop and maintain the capability to perform repair service(s) throughout the performance period of this contract for all operating equipment included in the “Equipment Summary” of this PWS. (See Attachment 1 to this PWS for a copy of the “Equipment Summary”). Repair service(s) are defined as “Any service to operating equipment other than “Equipment Maintenance” services required to return operating equipment to a safe and operationally ready condition”. The Contractor shall respond on-site to requests for repair service(s) within six (6) hours after receiving notification to evaluate the situation and recommend appropriate repair service(s) to return the operating equipment to a safe and operationally ready condition. If it is determined that repair service(s) are required, the Contractor shall prepare an itemized written quote of work and the associated costs to perform the repair service(s) and provide the written quote to the Contracting Officer and COR for review. If the Contracting Officer determines the submitted quote is unacceptable, the government reserves the right to have an alternate Contractor perform the repair service(s). If approved, the Contracting Officer will notify the Contractor and the COR in writing (generally by an e-mail message) to proceed with the repair service(s) as quoted. The Contractor shall schedule all on-site performance of repair services under this PWS with the COR a minimum of five (5) business days in advance of its performance.