Attachment_2_-_Revised_Performance_Work_Statement.pdf

Revised Performance Work Statement

East Bear Creek Pumping Plant – Pump #2 Repair Dated: January 11, 2017 April 15, 2017

1.0 Background

The Central Valley Project Improvement Act (CVPIA) of 1992, P.L. 102-575, Title 34, Section 3406(d) requires the Bureau of Reclamation (Reclamation) to provide specific quantities of water to 19 wetlands and wildlife habitats (refuges) located in California’s Central Valley. This would include the East Bear Creek Unit (EBC) of the San Luis National Wildlife Refuge Complex (Refuge). Section 3406(d)(5) of the CVPIA states, “The Secretary is authorized and directed to construct or to acquire from non-Federal entities such as water conveyance capacity, and wells as are necessary to implement the requirements of this subsection.”

Reclamation completed the construction of the EBC Pumping Plant (PP) and the internal distribution facilities on EBC in 2009. However, the PP at EBC has been plagued with operational problems since coming on-line. Reclamation is currently working on fixing these problems and improving ease of operation. Reclamation is also working to establish a 5-year Operation and Maintenance (O&M) contact with an outside contractor to assist the Refuge with their operations and maintenance responsibilities at the PP. In 2014, Pump #2 at EBC became inoperable and was pulled (along with the motor), inspected and repaired. The repaired pump was interchanged with Pump #1. The motor did not require any repairs. The current Pump #2 is not operable. The following PWS is to address specifically the inspection and repair or replacement of Pump #2.

2.0 Scope

Reclamation desires to enter into a contract with a pump repair contractor to pull, inspect, report and either repair or replace Pump #2 at the EBC. Motor #2 will also be inspected. The extent of the repairs needed is not known. However, Refuge personnel that operate the plant believe a pump bearing(s) has failed.

The Contractor shall remove Pump #2 and motor from the EBCPP. The unit is housed in a metal shade structure with a removable roof. The pump is a 125 hp vertical turbine pump with a 30” bowl assembly.

An appropriately sized and certified crane supplied by the contractor shall be used to pull the pump and motor. A certified crane operator shall operate the crane. The Contractor shall deliver the pump to their repair shop and disassemble and inspect the pump to determine the nature of the problem(s).

The Contractor shall complete the inspection and prepare a report of the problems/issues. Once the report is received by the Contracting Office (CO), a determination will be made to either exercise have the Contractor return the pump in accordance with Task 2 – Phase I – Pump Return Repair the Pump or Optional Task 3 (T&M) Phase II – Repair Pump #2. Replace the Pump.

3.0 Type of Contract

The Government intends to award a Hybrid contract as Firm-Fixed Price (FFP) and Time and Material (T&M).

4.0 Period of Performance

The period of performance shall be from date through August 30, 2017 September 30, 2017.

5.0 Administrative Information

5.1 Recognized Holidays:

New Year’s Day Labor Day

Martin Luther King Jr.’s Birthday Columbus Day President’s Day Veteran’s Day Memorial Day Thanksgiving Day Independence Day Christmas Day

5.2 Hours of Operations

The contractor is responsible for conducting business, between the hours of 8 am and 5 pm (PT), Monday thru Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings.

However, the contractor shall need to work within the hours at the Refuge when removing and installing the pump and motor.

5.3 Place of Performance

The work to be performed under this contract shall be performed at Refuge and the contractor’s repair facility.

5.4 Security

Contractor personnel performing work under this contract must be accompanied by Refuge personnel when working on-site at East Bear Creek (EBC).

The contractor shall be responsible for safeguarding all government equipment, information and property provided for contractor use. At the close of each work period, government facilities, equipment, and materials shall be secured.

5.0 Delivery

Delivery of equipment and material will be made to the work site and coordinated with Refuge staff.

Deliveries must be during Refuge operating hours.

6.0 Government-Furnished Property

6.1 Services

None anticipated at this time.

6.2 Facilities

The Government will coordinate with Refuge personnel to provide access and oversight while the contractor is at the Refuge.

6.3 Utilities

Electrical utilities are available at the site.

The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount to accomplish cleaning vehicles and equipment. (What does this have to do with this requirement?)

6.4 Equipment

Not applicable.

6.5 Materials

Not applicable.

7.0 Applicable Publications (Current Editions)

Not applicable.

8.0 Objectives

The objective of this project is to inspect and repair or replace EBCPP Pump #2. This will enable the EBC to utilize the full operational capacity of the PP.

9.0 Tasks

Task 1 (FFP) – Phase I – Pump #2 Remove, Inspect and Provide a Report

The Contractor shall remove Pump #2 and motor. The Contractor shall inspect the pump and motor to provide a detailed inspection report of the pump and motor to Contracting Officer (CO). Once the report is received by the CO, a determination will be made to either exercise Optional move on to Task 2 – Phase I Repair Pump #2 or exercise Optional move on to Task 3 – Replace Pump #2. A determination will be made by the CO to either initiate Optional Task 3 – Phase II – Repair Pump #2 or ask the Contractor to return the pump in accordance with Task 2. A modification will be processed once the determination is completed and the Contractor shall either perform Task 2 or Optional Task 3.

• Mobilize.

• Remove pump and motor #2:

o Remove shade structure roof accordingly.

o Pull pump and motor.

o Secure open pump intake and electrical.

o Secure and protect motor.

o Secure and transport pump to shop for inspection.

• Inspect motor.

• Inspect pump.

• Prepare and submit inspection reports.

• If the repairs and estimate are determined to be fair and reasonable, the contractor will shall be asked notified to continue to Task 2a or Task 2b Optional Task 3.

Deliverables Schedule:

Task 1:

a. Pump # 2 shall be pulled and transported to appropriate location for inspection 20 business days after date of order.

b. A report detailing the scope of the repairs needed, time to complete, and cost estimate is due 6 business days after the pump is removed from the EBC PP.

c. Reclamation will provide the contract with written notice of how to proceed

(Optional Task 2, or Optional Task 3) within 5 business days upon receipt of the inspection reports.

Task 2 (FFP) – Phase I – Pump #2 Return:

The Contractor shall return Pump #2 and motor without any repairs. If it is determined that Phase II will not be exercised, the Contractor shall return Pump #2 and motor.

Deliverables Schedule:

Task 2: Return of pump #2 and motor to pump station site without installation within 10 business day once notified.

Optional Task 2 3 (T&M) – Phase II - Repair Pump #2

With written approval from the CO, the Contractor shall complete repairs, return the pump (and motor if applicable) to EBC, install the pump and motor, test the pump and motor, and ensure proper pump and motor operation.

• Repair pump.

• Reinstall pump and motor.

• Test the pump and motor installation.

• Ensure roof structure, electrical and all other pump plant components are restored to previous/operating conditions.

• Demobilize.

Optional Task 3 2:

a. Complete repair and installation of pump and motor within 21 business days of

Reclamation notice to proceed with repairs.

Optional Task 3 – Phase II - Replace Pump #2

In the event the pump repair is determined to be cost effect to Reclamation to replace the pump, this Optional Task 4 shall be exercised. If replacement is necessary, the Contractor, with written authorization from the CO, will procure a new, in-kind pump available from the manufacture of the original pump and install the pump and motor, test the pump and motor and ensure proper pump and motor operation.

• Prepare submittals for new equipment.

• Procure new equipment once submittals are approved.

• Install new equipment.

• Test the pump and motor after installation.

• Ensure roof structure, electrical and all other pump plant components are restored to previous/operating conditions.

• Demobilize.

Optional Task 3:

a. Submittals for new pump/equipment replacement within 20 business days of Reclamation notice to proceed with replacement.

b. Reclamation will review the new pump/equipment submittals and respond to contractor within 10 business days of receipt.

c. Complete procurement, installation and testing of new equipment 100 business days (20 weeks) after Reclamation review of new equipment submittals.

10.0 Performance Assessment and Disincentives

(a) Monitoring Performance. During the course of the evaluation period, the COR will track

Contractor performance. Interim (mid-term) evaluations may be provided to identify strengths and weaknesses in the Contractor's performance during the period being evaluated. At the end of the period, the COR will assess the Contractor's performance in accordance with the Quality Assurance Surveillance Plan (QASP) and report to the Contracting Officer.

(b) Contractor Self-Assessment. Following each evaluation period, the Contractor may provide a written self-assessment of its performance to the COR to be considered in its report to the Contracting Officer. The self-assessment shall be submitted not later than 5 working days after the end of each evaluation period. The self-evaluation shall not exceed 1 page per PRS element. The self-assessment shall address both the strengths and weaknesses of the Contractor's performance during the evaluation period. Where deficiencies in performance are noted, the Contractor shall describe the actions planned or taken to correct such deficiencies and avoid their recurrence. The self-assessment itself will NOT be the basis for the Disincentives determination.

(c) COR Recommendation. The COR will consider all evaluations and any other pertinent information, including Contractor self-assessment, and will prepare a report to the Contracting Officer with findings and recommendations. The Contractor will be provided a copy of the draft findings and recommendations of the COR and will be afforded the opportunity to identify factual errors. The COR's draft recommendation is not subject to negotiation and the COR will not engage in discussions with the Contractor. Any errors identified by the Contractor will be addressed by the COR in its final report. The Contractor will be provided a copy of the final COR report at the same time the report is submitted to the Contracting Officer.

(d) Payment Determination. The Contracting Officer may meet with the COR to discuss the COR's report. The Contracting Officer will make a final determination in writing as to the percentage of work successfully completed, and the resulting payment to be made. A copy of the determination will be provided to the Contractor no later than 45 calendar days after the end of the period being evaluated. All Contracting Officer decisions regarding Disincentives are unilateral decisions made solely at the discretion of the Government.

(e) Deduction. Notwithstanding any other clause of this contract, deduction of the Disincentive will be made within 60 days after the end of the evaluation period or 30 days after receipt of an approved invoice.

(f) The Quality Assurance Surveillance Plan is one evaluation method the government uses to monitor performance to determine whether the Contractor meets the standards of performance as defined in the PWS. The absence of a QASP for any contract requirement, however, shall not detract from its enforceability or limit the rights or remedies of the government under any other provision of the contract in determining the quality of the Contractor performance.

Performance Requirements Summary/Quality Assurance Surveillance Plan

PERFORMANCE REQUIREMENTS SUMMARY AND

QUALITY ASSURANCE SURVIELLANCE PLAN (QASP)

Performance Requirement Summary (PRS)

Acceptable Quality Level Method of Surveillance

Deduction

Reclamation will coordinate with Refuge staff to provide oversight while the contractor is on Refuge property.

Reclamation will be on sight for the pull, replace and testing.

Reclamation will require an estimate of the repairs needed and new pump replacement within 7 business days of removing the equipment from EBC PP.

(a) Timeliness:

Recommendations are provided in a timely manner and are submitted by the date required 98% of the time.

(b) Quality:

Collaboration during SAB meetings results in meaningful reviews and reports.

Comparison of the submittal date to the Transaction Record Reporting and Processing (TRRP) need date.

Periodic COR surveillance.

Contractor does not meet 98% timeliness threshold in “Acceptable Quality Level”

2% deduction to the monthly invoice.