Attachment 1 - SOW.pdf

ATTACHMENT 1 of

SP3300-12-R-0047

STATEMENT OF WORK (SOW)

FOR

EQUIPMENT PREVENTIVE AND REMEDIAL MAINTENANCE AT

DEFENSE LOGISTICS AGENCY (DLA) DISTRIBUTION PEARL HARBOR, HAWAII

DLA DISPOSITION SERVICES PEARL HARBOR, HAWAII AND

DLA MARITIME PEARL HARBOR, HAWAII

SCOPE OF WORK

The term “equipment” as used herein includes, but is not limited to, material handling equipment (MHE), motor vehicles (wheeled or tracked), off highway utility vehicles, semi and warehouse trailers, warehouse sweepers, and other miscellaneous type vehicles.

The maintenance service shall include two types of service: Preventive Maintenance (PM) scheduled and on call Remedial Maintenance (RM) unscheduled. The Defense Logistics Agency (DLA) Distribution Pearl Harbor Hawaii Equipment Inventory List is provided to identify each piece of equipment that requires maintenance service (Attachment 2). The DLA Disposition Services Pearl Harbor Hawaii Equipment Inventory List is provided to identify each piece of equipment that requires maintenance service (Attachment 3). The DLA Maritime Pearl Harbor Hawaii Equipment Inventory List is provided to identify each piece of equipment that requires maintenance service (Attachment 7).The Maintenance Task Charts are provided to define the preventive maintenance requirements (Attachment 4). The DLA Distribution Pearl Harbor Hawaii and DLA Disposition Services Pearl Harbor Hawaii and DLA Maritime Pearl Harbor Equipment Inventory List and the Maintenance Task Charts are subject to change by the Government when equipment addition(s) and/or deletion(s) are required due to equipment disposal or replacement.

This is a non-personal services contract to provide Preventive and Remedial Maintenance Support Services on Material Handling Equipment at DLA Distribution Pearl Harbor, Hawaii and DLA Disposition Services Pearl Harbor, Hawaii and DLA Maritime Pearl Harbor, Hawaii. The Government will not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government. 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 SOW; however, the Government will not control the methods used by the Contractor to perform the service requirements set forth in the

SOW.

GENERAL

The Contractor shall provide all labor, equipment, tools, materials, replacement parts, transportation, transportation permits, and supervision necessary to perform PM and RM on Government owned equipment at DLA Distribution Pearl Harbor, Hawaii and DLA Disposition Services Pearl Harbor, Hawaii and DLA Maritime Pearl Harbor, Hawaii complete and in accordance with (IAW) the terms and conditions specified herein. DLA Distribution Pearl Harbor, Hawaii is located at Joint Base Pearl Harbor Hickam, 2000 Gaffney St, Bldg. 1900 Pearl Harbor, Hawaii 96860. DLA Disposition Pearl Harbor, Hawaii is located at Midway Street, Bldg. 140, Kapolei, Hawaii 96707. DLA Maritime Pearl Harbor is located at 667 Safeguard St. Pearl Harbor, Hawaii 96860. All references in this SOW to “Contractor personnel” include both Contractor employees and subcontractors.

1.0 PREVENTIVE MAINTENANCE (PM) (Scheduled)

1.1 This maintenance service includes the care and servicing by Contractor personnel for the purpose of maintaining equipment in satisfactory operating condition by providing for systematic inspection, detection, and correction of incipient failures either before they occur or before they develop into major defects. The Contractor shall provide PM on a semi-annual and annual basis for the equipment listed in the Schedule of Supplies/Services and as specified in the attached maintenance task charts. All replacement parts, materials, environmental compliance and Contractor personnel transportation used for preventive maintenance services shall be included in the contract unit price for preventive maintenance service.

1.2 The Contractor shall wipe down and clean all MHE of accumulated grease, oils, grime and dirt, paying attention to areas where greases, oils and fluids could leak and adhere onto the equipment and components after the performance of any preventive maintenance activity.

1.3 PM scheduling will be accomplished by the Government utilizing an automated

(computerized) database, known as the Equipment Management and Control System (EMACS). Based on previous maintenance services and recommended maintenance intervals, the Distribution and DLA Disposition Services Pearl Harbor EMACS will automatically generate an EMACS Maintenance Work Order (Attachment 5) on the day each maintenance service is due. The Government will provide the PM schedule (Planned PM Report) due dates to the Contractor within 15 days of the scheduled PM services. The Contractor shall accept or propose an alternate schedule within 5 days. The Government will accept or reject any or all Contractors proposed changes within 5 days of receipt of the Contractor’s proposed schedule. Acceptance or rejection of any or all proposed changes will not result in any cost adjustments.

1.4 Daily, the Contracting Officer’s Representative (COR) will provide the Contractor, the computer generated equipment work orders (EWOs) for all equipment due PM that day. EWOs will identify the Equipment Job Order Number (EJON) and each PM to be completed. Upon completion of the PM, the Contractor shall annotate on each EWO the time utilized to perform each task identified, the parts used (by part number, part name, quantity and the cost per unit), and the name of the Contractor personnel performing the PM. The contract manager shall approve, sign and date, and submit all completed EWOs to the COR within 1 day of PM completion. The Government will enter the data into the EMACS equipment records within 24 hours.

1.5 All repairs required as a result of preventive maintenance inspection, except as noted below, shall be accomplished under Remedial Maintenance, with the approval of the COR.

2.0 REMEDIAL MAINTENANCE (RM) (Unscheduled)

2.1 This maintenance includes all actions to diagnose equipment malfunctions and restore the equipment to normal operating condition. The COR will advise the Contractor of the suspected problem and request an evaluation. The Government will generate a EWO for repair requirements. Travel time for RM will not be paid.

Time for parts research and/or necessary repair time must be approved in advance by the COR. The EJON will be the primary means of identifying the piece of equipment. The Contractor will inspect the equipment, advise the COR of the problem and provide a cost estimate when major repairs exceed $1500.00 (dollars).

If the Contractor determines that repairs need to be performed off-site, the Contractor shall notify the COR in writing providing the EJON, serial number and estimated date for return of the equipment. The Contractor will begin repairs only after approval by the COR. If repairs are more extensive, or cost more than originally estimated, or are determined to exceed seventy (70) percent of the value of a new and identical item of equipment, the Contractor shall obtain the approval of the COR before continuing work. Tire repairs and replacement of tires will be authorized by the COR. Tire installation and disposal fees shall be billed under parts for remedial maintenance. If major repairs need to be performed off-site, the Contractor shall be reimbursed for actual transportation costs under CLINs X008.

COR approval is required before equipment is removed from site. The Contractor shall comply with all applicable laws, regulations and requirements regarding over-the-road permits. The Contractor shall be responsible for obtaining all necessary permits required to transport Government owned equipment to and/or from the repair facility. In the event of damage/wreckage to Government owned equipment during transportation, the Contractor shall be liable for the total cost of repairs and/or replacement.

2.2 The Contractor shall wipe down and clean all MHE of accumulated grease, oils, grime and dirt, paying attention to areas where greases, oils and fluids could leak and adhere onto the equipment and components after the performance of any remedial maintenance activity.

2.3 For repair actions estimated to cost $1500.00 or less, the Contractor is authorized to make any repairs when the total to be invoiced to the Government for all repairs of a piece of equipment is $1500.00 or less.

2.4 Upon completion of the RM, the Contractor shall annotate on each EWO the time utilized to perform each task identified, the parts used (by part number, part name, quantity and the cost per unit), and the name of the Contractor personnel performing the RM. The contract manager shall approve, sign and date, and submit all completed EWOs to the COR within 1 day of RM completion. The Government will enter the data into the EMACS equipment records within 24 hours.

3.0 TECHNICAL INSPECTIONS

3.1 The Contractor shall perform a Technical Inspection (TI) using DLA Form 1730

Vehicle Technical Inspection for Equipment (Attachment 6) as requested by the COR to facilitate equipment redistribution and/or disposal decisions.

3.2 The technical inspection shall consist of the inspection and diagnosis of items and/or components on equipment identified in the DLA Distribution, DLA Disposition Services and DLA Maritime Pearl Harbor Equipment Inventory Lists. Results will be prepared on DLA Form 1730 and submitted to the COR.

3.3 The Contractor shall identify, on DLA Form 1730, the results of the inspection

(diagnosis), condition of items and/or components inspected (satisfactory, repair, or replace), estimate of labor hours and parts cost for each item requiring repair or replacement, and estimated cumulative repair cost (labor and parts) of the equipment being inspected.

4.0 PERFORMANCE SCHEDULE

4.1 Preventive maintenance services shall be completed within 8 hours of scheduled service, unless otherwise approved by the COR.

4.2 Remedial maintenance services shall be responded to on site by Contractor personnel within 2 hours after verbal notification by the COR. Remedial maintenance services shall normally be completed within 48 hours after initial verbal notification by the COR, unless otherwise approved by the COR. If the Government notifies the Contractor that the piece of equipment receiving remedial maintenance service is considered mission critical, the Contractor shall continue the remedial maintenance service until such time as the piece of equipment is returned to full operational capability or as otherwise instructed by the COR.

4.3 Technical inspection services, to include submission of completed DLA Form 1730, shall be completed within 48 hours of COR request.

5.0 REPLACEMENT PARTS/PRODUCTS

5.1 The Contractor 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 invoice and EWO shall indicate if a “like new” part has been installed or used in the repair of the equipment.

5.2 Parts used for PM shall not be invoiced separately but shall be included as part of the PM price.

5.3 Replacement parts required in the performance of RM shall be invoiced to the

Government IAW the terms and conditions of this contract. Cost of parts will be reimbursed at the ACTUAL cost of the part with no additional handling charges.

Tire installation fees shall be billed under parts when the Contractor is performing RM only.

5.4 Replacement tires shall be new unless otherwise specified by the COR. All replacement tires shall meet the same size and function as the original tire and shall be of equal quality. Tires shall be removed and repaired when items such as glass, nails, and other sharp metal objects are found.

5.5 Equipment lubricants and oils used in the performance of this contract shall be the same or equal to those recommended by the manufacturer’s technical manuals or specifications.

5.6 The Contractor is responsible for obtaining equipment maintenance service manuals that are not available from the Government.

6.0 WARRANTY

The Contractor shall take advantage of every manufacturer warranty provision on equipment to include labor and parts. The EMACS work orders indicate the warranty expiration date. Warranty items shall be furnished by the manufacturer and labor for warranty work performed by the Contractor shall be reimbursed by the manufacturer.

Warranty disputes shall be directed to the COR. The Contractor shall indicate the date the manufacturer was called on the work order with a follow-up call if the manufacturer does not respond in a timely manner. The Contractor shall inspect each piece of equipment after warranty work is performed to ensure that equipment has been repaired and is safe to operate.

7.0 DAMAGED EQUIPMENT

Occasionally MHE is damaged by the operator. The COR shall be notified of all damages that are not due to normal wear and tear to include warranty items. The EMACS work order shall be returned as “Damaged” and an estimate to repair (parts and labor) shall be included on the work order. The Contractor shall not repair equipment until approval has been obtained from the COR.

8.0 EQUIPMENT WORK ORDERS (EWOs)

The COR will provide the Contractor an EMACS generated Equipment Work Order (EWO) form for all PM and RM services provided. All EWOs shall contain the information listed below, as applicable to PM or RM services, and shall be submitted with invoices as support documentation within 5 working days after completion of the maintenance services.

1. DLA Registration Number (five digit number)

2. Equipment Job Order Number (EJON)

3. Date and time of service call notification and arrival at Government location

4. Model, serial number and location of the equipment involved

5. For PM, the labor hours spent to perform each task identified

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

7. For PM and RM, all replacement parts used by part number, part name, quantity and cost per unit shall be supported by actual supplier invoices, published price lists and/or proof of payment

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

9. Equipment hour meter reading and odometer reading

10. Legibly printed name of Contractor personnel who accomplished work

11. Contract manager’s signature and date certifying authenticity of work

9.0 LOAD TEST AND CERTIFICATION

For all lift capable equipment, a selective inspection and either a load test or other appropriate proof test and certification shall be made after adjustment, repair, replacement, or alteration/modification of a load bearing or load controlling part or component. The load test or other appropriate proof test need only be performed where the adjustment, repair, replacement or alteration/modification if not performed correctly, could result in dropping, uncontrolled shifting, or movement of the load. If holding strength is a function of the parts or components affected by the maintenance work, a load test and certification shall be performed. The Contractor shall maintain records on completed load testing and certifications and shall make available to the Contracting Officer or COR for review on request.

10.0 PERSONNEL

10.1 Contract Manager

10.1.1 The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work under this contract. The name of the person and alternate(s) who shall act for the Contractor when the manager is unavailable shall be designated in writing to the Contracting Officer (KO) and COR.

10.1.2 The Contract Manager or alternate shall have full authority to act for the

Contactor on all contract matters relating to the daily performance of work under this contract.

10.1.3 The Contract Manager or alternate shall be available during normal duty hours within 1 hour to meet on the installation as required by the COR to discuss problem areas. The Contractor shall provide telephone numbers of the Contract Manager and alternate(s) who shall be available within 2 hours after normal working hours.

10.2. Contractor Personnel

10.2.1 Contractor 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.

During performance of the service requirements set forth in this SOW, all Contractor personnel shall introduce themselves or shall ensure they are introduced as Contractor employees. Contractor personnel shall also appropriately identify themselves as contractor employees in telephone conversations and in formal and informal written correspondence.

10.2.2 The Contractor shall not employ any person who is an employee of the United

States Government if the employment of that person would create a conflict of interest, nor shall the Contractor employ any person who is an employee of the Department of Defense, either military or civilian, if such employment would be contrary to the policies contained in Defense Logistics Agency Regulations

(DLAR) 5500.1, STANDARDS OF CONDUCT.

10.2.3 Contractor personnel shall comply with directives pertaining to operation of privately owned vehicles on the Naval Base IAW the Naval Air Station Instructions 5560.6A.

10.2.4 The Contractor 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 of all the following systems:

INTERNAL COMBUSTION EQUIP ELECTRONIC POWERED EQUIP

Transmission All Electric Motors Engine Electric Control Panels Hydraulic System Hydraulic System Upright Wire Guide Systems Drive Axle and Brakes Drive Axle and Brakes Steering Axle and Brakes Steering Axle and Brakes Electrical System Charging Equipment System Electronic Control Panels/Computer boards Electronic Control Panels/Computer boards

All Contractor service technicians must also have the ability to diagnose and repair various attachments that may be applied to industrial lift trucks and other equipment (i.e. scales, safety chains, etc.).

11.0 QUALITY CONTROL PLAN

11.1 The Contractor shall establish and maintain a complete Quality Control Plan to ensure the requirements of the contract are provided as specified. One copy of the Contractor’s Quality Control Plan shall be provided to the KO on the contract start date and as changes occur. The Plan shall be subject to the KO’s approval.

11.2 The plan shall include, as a minimum, items listed below:

11.2.1 The plan shall include an inspection system covering all the maintenance and repair services required by this contract and any other areas deemed necessary by the Contractor. The plan must specify the services and equipment to be inspected on either a scheduled or unscheduled basis, how often inspections will be accomplished, and the Contractor personnel who will perform the inspections including their title and qualifications.

11.2.2 The plan shall include the method for identifying and preventing defects in the quality of service performed before the level of performance becomes unacceptable.

11.2.3 The plan shall include on-site 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

12.1 The COR 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 COR and KO. Additional Government personnel may observe or inspect Contractor operations during the performance of this contract.

Upon contract award, the identity of the COR, his duties and authority will be promptly furnished to the Contractor.

12.2 The Contract Manager may be required to meet at least weekly with the COR during the first month of the contract and thereafter as often as necessary as determined by the COR. The Government will be responsible for preparation of written meeting minutes which shall be signed by the Contract Manager and the COR, with a copy provided to the contracting officer. Should the Contractor not concur with the minutes, the Contractor shall so state any areas of non-concurrence in writing to the COR within five (5) calendar days of receipt of signed minutes.

12.3 The COR will advise the Contract Manager in person when discrepancies occur, and will request corrective action. The COR will make annotation of the discrepancy; the date and time the deficiency was noted, and will request the Contract Manager (or authorized representative) initial the entry.

13.0 HOURS OF OPERATION

The Principal Period of Maintenance (PPM) for PM and RM is 8 ½ working hours per day, Monday through Friday, 0700 - 1530 hours, excluding federal holidays. The Government observes the following federal holidays:

New Years Day 1 January Martin Luther King Jr. Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Fourth Thursday in November Christmas 25 December

If the holiday falls on a Saturday, it will be observed on the preceding Friday. If the holiday falls on a Sunday, it will be observed on the following Monday. The Contractor shall not be required to perform 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 service date, the COR will advise the Contractor on whether services should be performed for that day or services should be rescheduled.

14.0 ENVIRONMENTAL COMPLIANCE

14.1 The Contractor shall comply with all Federal, State and Local regulations as well as

DLA and Host installation rules and policies regarding the use, storage, transport and disposal of hazardous materials and wastes.

14.2 Hazardous work processes and hazardous materials utilized or generated in the accomplishment of this contract shall be controlled and disposed of by the Contractor in a manner that is safe IAW the appropriate local, state and US Government laws and directives established for the control of those processes and materials.

14.3 The Contractor shall provide for clean-up of all hazardous and non-hazardous spills when they may occur in, around, or as a result of the Contractor’s operation. The Contractor shall also provide for transportation and disposal off the facility of all hazardous and non-hazardous waste products generated in the performance of this contract. The Contractor shall immediately notify the COR of any hazardous waste spills.

15.0 SECURITY REQUIREMENTS

15.1 The Contractor or authorized representative shall submit to the COR a roster identifying all Contractor personnel who will be performing under this contract and require access to DLA Distribution Pearl Harbor and DLA Disposition Services Pearl Harbor equipment. The roster shall contain the following information about each individual. An updated roster and individual information shall be provided to the COR 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

15.2 The roster shall be furnished to the COR within 5 days from the date of award. The

Contractor shall provide an updated roster and individual information to the COR within two (2) working days, when any Contractor personnel changes occur. 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. The information will be used for accomplishment of the DLA Form 1486, Application for Civilian Identification, and Electronic Access Card, completed by the DLA Distribution Pearl Harbor and DLA Disposition Services Pearl Harbor, Site Security Officer, Building 1900, Telephone 808-473-5460.

15.3 Contractor personnel must bring personal identification and all completed forms to the Site Security Officer, Bldg 1900, for badge photograph and identification when notified by the COR.

15.4 The Contractor and Contractor personnel shall comply with all security requirements imposed by the installation commander (NAVSTA Pearl Harbor), and the DLA Distribution Pearl Harbor 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, DOD decal, and DLA Distribution Pearl Harbor stickers are returned within three days of employee termination or contract completion.

15.5 The Contractor 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

16.1 The Contractor shall conform to all applicable safety standards published in the

Federal Register or any other national OSHA Public Laws 91.596.

16.2 The Contractor shall ensure employees observe all safety, traffic control, and fire prevention requirements in effect at the site.

16.3 Government safety personnel may observe Contractor operations/processes at any time on Government premises. Imminent danger situations shall be corrected on the spot; other safety issues shall be processed through the COR.

17.0 GOVERNMENT FURNISHED PROPERTY (GFP) AND SUPPORT SERVICES

17.1 Work Area

17.1.1 The work area available during performance of this contract includes inside work space close to equipment location. The Contractor shall be responsible for the orderliness and cleanliness of all areas utilized in the performance of this contract.

These areas shall be neat and clean, free from fire and safety hazards and unsanitary conditions.

17.2 Utilities

17.2.1 The Government will make available at no cost to the Contractor water and electricity for Contractor connection at Government provided work areas. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions which preclude the waste of utilities and shall include the following:

17.2.2 Lights shall be used only in areas where and when work is actually being performed.

17.2.3 Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the Contractor or by Contractor personnel in Government areas unless authorized.

17.2.4 Water faucets or valves shall be turned off after use.

17.2.5 Government telephones shall not be used for personal reasons or any toll or long distance calls unless authorized by the COR. Telephone access will be made available for the Contractor’s use for local calls only. Long distance and toll calls require prior authorization by the COR, and will be limited to credit cards only.

Telephone billing will be monitored by the COR on a monthly basis. Unauthorized calls by the Contractor will be reported to the KO for resolution.

17.3 Emergency Medical Services

17.3.1 The Government will provide emergency medical treatment and emergency patient transportation service for Contractor personnel. The Contractor shall reimburse the Government the cost of medical treatment and patient transportation service at the current impatient or outpatient treatment rate as appropriate. Telephone number for Urgent Care is: 911.

18.0 GOVERNMENT OBSERVATIONS.

Government personnel, other than the COR may from time to time, with Contractor/Government coordination, observe or inspect Contractor operations. However, these personnel may not interfere with Contractor performance.

19.0 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.

END OF STATEMENT OF WORK