SOW draft.pdf

Statement of Work (SOW) for

Preventative and Remedial Maintenance on Hasdan System at Trident Refit Facility (TRF)

Kings Bay, GA

The Trident Refit Facility (TRF), Kings Bay, Georgia, has a requirement to perform preventative maintenance and provide one emergency call on the Hasdan system located at the waterfront.

The

1.0 Scope of Work

At present, the Trident Refit Facility (TRF) at the Naval Submarine Base, Kings Bay, Georgia is in possession of multiple pieces of equipment for which maintenance services are required to ensure operational availability. The maintenance services shall include two types of service:

preventative maintenance (PM) scheduled and on call remedial maintenance (RM) unscheduled.

2.0 General

The contractor shall provide all labor, equipment, tools, materials, replacement parts, and supervision necessary to perform the maintenance services indicated in this SOW for the

Government owned Casualty Control (CASCON) equipment located at the Trident Refit Facility at the Naval Submarine Base, Kings Bay, Georgia. Unless otherwise specified by the government. In some cases, materials and/or equipment may be more readily accessible by the government. The contractor must complete all work, In Accordance With (IAW) the terms and conditions specified herein. All references in this sow to “contractor personnel” include both contractor employees and subcontractors. The government and the contractor understand that the services to be provided under this contract by the contractor are non-personal services and that no employer-employee relationship exists between the government and the contractor. The government may provide technical direction which will assist the contractor in accomplishing the maintenance IAW the sow; however, the government will not control the methods used by the contractor to perform the service requirements set forth in the sow, except where safety of personnel is at risk. The contractor shall, at no time, perform any maintenance action (PM or

RM) without a representative of the temporary services shop (Shop 25D) of the Trident Refit

Facility present.

3.0 Period of Performance

Maintenance services shall be performed 30 September 2020 through 29 September 2021.

Option Year 1- 30 September 2021 through 29 September 2022

Option Year 2- 30 September 2022 through 29 September 2023

Option Year 3- 30 September 2023 through 29 September 2024

Government POC: TBD

4.0 Preventative Maintenance (PM) (scheduled)

1) This Hasdan systems maintenance service includes the care and servicing by the vendors personnel for the purpose of maintaining the Hasdan systems in satisfactory operating condition in accordance with manufacturer’s recommended preventative maintenance tasks. PM services shall include, but are not limited to: a) overall inspection of Hasdan systems to include all components. b) Verification of soldered and terminal connections. c) Review for battery integrity. d) A thorough review for any equipment in the systems subject to a product recall. E.

verification that all dip switches, toggle switches, and similar settings match the "as built" settings. If changed, written justification shall be provided to TFR Kings Bay. f) The systems shall be disconnected from the alternating current (ac) power supply and successfully run on battery power for 30 minutes with no signs of failure. g) A complete test of the systems functionality with at least two smoke detectors. h) Verification of battery supervision by disconnecting each battery individually. Verification of user data and text in Hasdan control. j)

Overall cleaning of internal and external components.

2) All tools, environmental compliance and contractor personnel transportation used for preventative maintenance services shall be included in the contract unit price for preventative maintenance service.

3) All repairs required as a result of preventative maintenance inspection shall be accomplished under remedial maintenance, with the approval of TRF Kings Bay.

4) The vendor shall be responsible to perform pm on each Hasdan system at TRF Kings Bay on an annual basis if in storage or as soon as available following its return to the shop from a project

(i.e. submarine maintenance availability). It shall be the responsibility of the temporary services electrical general foreman (or a designated representative) to notify the vendor no less than 30 days prior to the desired preventative maintenance service date.

5) Preventative maintenance services shall be completed within 15 business days of scheduled service, unless otherwise approved by TRF Kings Bay.

5.0 Remedial Maintenance (RM) (Unscheduled)

1) This maintenance service includes all actions to diagnose equipment malfunctions and restore the equipment to normal operating condition. TRF Kings Bay will advise the contractor of the suspected problem and request an evaluation either via telephone or by an onsite visit. The vendor will inspect the equipment and advice. TRF Kings Bay of the problem and provide a cost estimate as soon as feasible. In many cases, remedial maintenance services will take place on active. Hasdan systems installed in production work environments governed under more strict government requirements. The contractor will begin repairs only after approval by the temporary services electrical general foreman (or a designated representative). If repairs are more extensive, or cost more than originally estimated, the contractor will obtain the approval of TRF Kings Bay before continuing.

2) The vendor shall provide TRF Kings Bay with a point of contact and telephone number to receive and respond to remedial maintenance service requests. The contractor shall ensure that this telephone number is monitored to guarantee a response, not to exceed 2 hours, to RM service requests and 24/7 phone support.

3) The vendor shall ensure adequate personnel are available to report to TRF Kings Bay in response to verbal notification of remedial maintenance services requests within a period not to exceed 48 hours. This response time may be relaxed at the discretion of TRF Kings Bay based on individual circumstances. The contractor shall continue remedial maintenance services until such time as the Cascon equipment is returned to full operational capability or as otherwise instructed by the designated personnel of TRF Kings Bay.

5.1 The vendor shall provide the government with a point of contact and telephone number to receive and respond to remedial maintenance service requests. The vendor shall ensure that this telephone number is monitored to guarantee a response, not to exceed 2 hours, to rm service requests.

6.0 Maintenance Performance Schedule

Preventative maintenance services shall be completed within 30 business days of scheduled service date, unless otherwise approved by the government.

6.1 The vendor shall ensure adequate personnel are available to report to the trident refit facility in response to verbal notification of remedial maintenance services requests within a period not to exceed 4 hours. This response time may be relaxed at the discretion of the government based on individual circumstances. Upon arrival on site, contractor personnel shall report to the temporary services electrical shop or designated government representative. The vendor shall continue remedial maintenance services until such time as the Hasdan equipment is returned to full operational capability or as otherwise instructed by the designated government representative.

7.0 Replacement Parts/Products

The vendor shall use only new parts, or parts which have been refurbished to “like new” condition which enable the part to function or operate at a level equal to the specification of the original equipment. The government has an inventory of some replacement parts for the Hasdan equipment. The contractor shall, prior to purchasing a replacement part for the Hasdan equipment, contact the temporary services electrical shop to see if the part is available from the government-owned parts inventory. If the part is available, the government will provide the part to the contractor who shall use that part to perform remedial maintenance. The invoice and work order shall indicate if a “like new” part has been installed or used in the repair of the equipment.

7.1 Parts used for preventative maintenance shall not be invoiced separately but shall be included as part of the pm cost.

7.2 Replacement parts required in the performance of RM will be stocked at TRF Kings

Bay for vendors use.

7.3 Replacement parts used in the performance of this contract shall be the same or equal to those recommended by the manufacturer’s technical manuals or specifications.

7.4 The vendor is responsible for obtaining equipment maintenance service manuals that are not available from the government.

8.0 Maintenance Service Documentation

The vendor shall provide the government with a maintenance service document for all PM and

RM services provided. Each maintenance service document shall contain the information listed below, as applicable to PM or RM services, and shall be submitted within 5 working days after completion of the maintenance services. Either electronic or hard copy delivery is acceptable.

Document must include the following:

a. Date and time of service call notification and arrival at government location.

b. Manufacturer, model, serial number and location of the equipment involved.

c. For PM, the labor hours spent and tasks performed.

d. For RM, labor hours and associated labor rates worked.

e. For PM and RM, all replacement parts used by part number, part name, quantity and cost per unit.

f. Description of malfunction and work/service performed, and corrective action taken if action is a repair.

g. Legibly printed name of contractor personnel who accomplished work.

h. A total dollar amount due for services rendered based on the above work performed.

9.0 Mandatory Report

The vendor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the trident refit facility via an invoice presented to the government. The contractor is required to provide all required data information requested by the government. Inputs will be for the labor executed during the period of performance during each contract period. While inputs may be reported any time during the

FY, all data shall be reported no later than April 30 of each contract year. Contractors may direct questions to the temporary services electrical shop general foreman.

10.0 Contractor Personnel

Vendor personnel shall wear required government furnished badge, and be easily recognized.

This may be accomplished by contractor personnel wearing distinctive clothing bearing the name of the company and/or by wearing appropriate badges which contain the company name and employee’s name.

10.1 Vendor personnel shall comply with directives pertaining to operation of privately owned vehicles on the Kings Bay Naval submarine base.

10.2 The vendor shall assure that contractor personnel completely understand the requirements of this statement of work. All contractor service technicians must have sound mechanical aptitude and ability; must have basic understanding of machinery, both mechanical and electrical; must have the ability to understand and comprehend technical manuals, drawings, diagrams and any other technical data supplied by various manufacturers. All contractor service technicians must have working knowledge of diagnosis and repair for the types of equipment included in this sow and be capable of diagnosis and repair.

11.0 Quality Control Plan (QCP)

The contractor shall establish and maintain a complete commercial quality control plan to ensure the requirements of the contract are provided as specified.

11.1 The plan shall include an inspection system covering both preventative and remedial maintenance repairs required by this contract. The plan must ensure that quality service levels are maintained throughout contract performance.

11.2 The vendor shall maintain records of all inspections conducted by the contractor and any necessary corrective action taken. this documentation and all records and schedules, as described in the sow, that are the responsibility of the contractor, are the property of the government and shall be made available to the government during the term of the contract.

12.0 Quality Assurance

The Government is responsible for performing government quality assurance functions for all services and supplies furnished under this contract. Contractor performance is subject to review by the government and contract official. Upon contract award, the identity of the government poc will be promptly furnished to the contractor.

12.1 The Government will advise the contractor in writing when discrepancies occur, and will request corrective action. The government will make annotation of the discrepancy; the date and time the deficiency was noted, and will request the contractor (or authorized representative) to initial the entry.

13.0 Maintenance Support Hours

The vendor shall provide preventative maintenance (pm) support services Monday through

Friday between the hours of 0700 and 1530, excluding federal holidays. The contractor shall not be required to perform pm services on these days. Also, in the event an executive order issued by the president of the United States declares agencies of the federal government closed on a contractor-scheduled pm, service date, the government will advise the contractor on whether PM services should be performed for that day or services should be rescheduled.

13.1 The vendor shall provide remedial maintenance support services Monday through

Friday, excluding federal holidays, between the hours of 0700 and 1530.

14.0 Environmental Compliance

The vendor shall comply with all federal, state and local regulations as well as NAVSEA installation rules and policies regarding the use, storage, transport and disposal of hazardous materials and wastes.

14.1 The vendor shall provide a Safety Data Sheet (SDS) to the contracting officer or government for any chemicals brought on site to perform the requirements in the contract and shall provide the PSD to the contracting officer or government prior to bringing the chemicals to the worksite.

15.0 Security Requirements

Access - waterside/landside (less submarine) access to worksite requires contractor to have government issued security clearance under either SECNAVINST 5510.30 series or DOD

5220.22-m programs or facility access determination (fad) under SECNAVINST 5510.30 series.

Under fad process, individual is required to complete government provided security questionnaire (SF 85P) and provide fingerprints. Additionally, individual must consent for

National Crime Information Center (NCIC) background check. The government reserves the right to deny access based upon unfavorable trustworthiness determination, unfavorable NCIC results, or failure to provide requested security questionnaire information. Such determinations will be final. There are no appeal rights to a determination to deny access. It is the commanding officer's prerogative to deny access to any area under his jurisdiction.

Vendor to provide certification of U.S. citizenship for all personnel employed (includes subcontractor/temporary hires/delivery vendors). provide worksite access list containing:

company cage code, individual's full name, date and place of birth, date, type and issuing authority of security investigation/fad, and citizenship of all personnel requiring access to the worksite (depending on worksite location) security officer/manager via contracting agency.

Contractor is required to maintain accuracy of worksite access list throughout contract duration.

Vendor shall adhere to personnel worksite access requirements stated above when hiring subcontractor or temporary service personnel.

For material deliveries to the worksite other than government authorized vehicles, provide name of company, name of driver, U.S. citizenship, vehicle information, purpose of delivery, actual date, time, and description of load material on government provided vendor delivery data sheet

(depending on worksite location) security officer/manager. Notification should be at least 1 working day prior to expected arrival. Non cleared delivery personnel are required to be escorted.

The vendor or authorized representative shall submit to the Government a roster, on company letterhead, identifying all contractor personnel who will be performing work under this contract and require access to the equipment for which maintenance services are required. The roster shall contain the following information about each individual. An updated roster and individual information shall be provided to the government when any contractor personnel changes occur.

(1) Name (last, first, middle initial), aliases

(2) Status (type of employment)

(3) Name of company

(4) Office phone

(5) Home address

(6) Date of birth

(7) Weight, height, color hair and eyes

(8) Length of anticipated employment

(9) Social security number

The roster shall be furnished to the government within 5 business days after the date of contract award. When any contractor personnel changes occur, the contractor shall provide an updated roster and individual information to the government within 5 business days. The prompt submission of this information will keep to a minimum any delay and inconvenience to the contractor and contractor personnel in performance of the contract.

15.1 The vendor and contractor personnel shall comply with all security requirements imposed by the installation commander at all times while on the installation. Contractor personnel involved in civil crimes and/or other incidents of misconduct may be restricted entry to the base. The contractor is responsible for insuring the badges are returned within three calendar days of employee termination or contract completion.

15.2 The vendor shall prohibit the use of government issued keys or electronic access cards by any persons other than contractor personnel. The contractor shall prohibit the opening of locked areas by contractor personnel to permit entrance of persons other than contractor personnel engaged in the performance of assigned work in those areas.

16.0. Safety Requirements

The vendor shall provide and require their personnel to wear personal protection equipment

(PPE) (e.g., hearing protection, eye protection, hard hat, gloves, steel-toed shoes or boots, aprons, masks, face shields, reflective vests, safety harnesses for fall protection.

The Contractor is solely responsible for compliance of all safety regulations of employees while working on government owned facilities. All accidents which may arise out of, or in connection with, performance of services required herein which result in injury, death, or property damage, shall be reported in writing to the Contracting Officer and Designated Government

Representative within twenty-four hours of such occurrence. Reports shall provide full details of the accident, including statements from witnesses. The fore-going procedures shall also apply to any claim made by a third party against the contractor as a result of any accident that occurs in connection with performance under this contract.

17.0 Documentation and Records

All documentation, records, and schedules, as described in this SOW, which are the responsibility of the contractor, are the property of the government and shall remain so upon termination or completion of the contract. The contractor shall keep these items current.

Documentation, records, and schedules shall be turned over to the government upon termination or completion of the contract. All documentation, records, and schedules are subject to the freedom of information act and privacy act.

18.0 Method of Payment

Before acquiring credit card information, vendor must submit an invoice and proof of delivery.

Invoices are processed on a first-in, first-out basis; average processing time is currently 3 to

5 full business days.

After vendor processes payment via credit card, vendor to fax or email receipt of payment to cardholder. Vendor shall not keep credit card number on file for future use, nor process any unauthorized charges against credit card.

19.0 Defense Biometric Identification System (DBIDS)

The Defense Biometric Identification System (DBIDS) is a DoD-owned and operated system developed by Defense Manpower Data Center as a force protection program to manage personnel identity and access at DoD installations. DBIDS is a network database system designed to easily verify access authorization of personnel entering military installations by using barcodes and fingerprint biometric identifications.

To improve management and force protection at Navy installations, the Navy is transitioning from using the Navy Commercial Access Control System (NCACS) to the Defense Biometric

Identification System (DBIDS) for Contractors and vendors requiring access to an installation at no cost to them. This transition began 17 April 2017 and individuals had up to 180 days to obtain the permanent card. After August 14, 2017, NCACs cards will no longer be accepted.

In order to obtain base access, an individual needs to acquire DoD sponsorship, have a thorough identity check, be properly vetted, and have a legitimate reason for base access. Identity checks require a passport or a Real ID Act-compliant state driver's license. Vetting occurs when the individual's background and ID are compared against authoritative criminal justice data bases, and the individual has a letter or official document from the sponsoring organization which articulates the reason for access. When the above criteria are satisfactorily met, DBIDs credentials are issued.

NCACS cardholders had 120 days from April 17, 2017 to obtain a temporary DBIDS paper pass.

After the applicant obtains their DBIDS paper pass, they will have an additional 180 days to obtain an actual DBIDS card at no cost. Those requesting new access onto installations will receive the DBIDS card at the same time they are initially approved for access. After August 14, 2017, NCACS cards will no longer be accepted for installation access.

Additional information is available at https://www.cnic.navy.mil/om/dbids.html.

20.0 Interaction With Other Activities

Government and contractor personnel will be working in common areas during working hours. Contractor performance shall not interfere with Government work in the area where any service or maintenance work is being performed. In the event the contractor believes that

Government and other contractor personnel are interfering with the performance of the tasks described in this SOW, the contractor shall notify the Designated Government Representative immediately. The contractor is obligated to continue performance of the effort described in this contract unless there is authorization from the KO or Designated Government Representative to stop work. Failure by the contractor to notify the Designated Government Representative and receive necessary instructions could result in denial of any additional costs incurred in performance of the contract under such conditions. Other Government contractor’s may be performing required services in areas that interrelate with the requirements of this contract. The

Government will facilitate initial contact between contractor’s performing other contracts and this contract. The contractor shall provide all further required coordination between other contractor’s for any task specified in this contract that relates to or impacts on any other contracted work.

https://www.cnic.navy.mil/om/dbids.html

Enterprise-wide Contractor Manpower Reporting Application (EMCRA)

a) DoD contracting activities awarding or administering contracts shall incorporate the following

Enterprise-wide Contractor Manpower Reporting Application (ECMRA) standard language into all contracts which include services, provided the organization that is receiving or benefiting from the contracted service is a Department of Defense organization, including reimbursable appropriated funding sources from non-DoD executive agencies where PATROL SQUADRON

62 is the executive agent for the function performed. The reporting requirement does not apply to situations where a Defense Component is merely a contracting agent for another executive agency. Contracted services excluded from reporting are based on Product Service Codes

(PSCs). The excluded PSCs are:

(1) W, Lease/Rental 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.

(b)The standard language to be inserted is:

“The contractor shall report contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Shop 25D via a secure data collection site. Contracted services excluded from reporting are based on Product Service Codes

(PSCs). The excluded PSCs are:

(1) W, Lease/Rental 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.

The contractor is required to completely fill in all required data fields using the following web address https://doncmra.nmci.navy.mil.

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://doncmra.nmci.navy.mil.