Attachment_1-_Statement_of_Work_(SOW).docx

ATTACHMENT 1

STATEMENT OF WORK (SOW)

FOR

MATERIAL HANDLING EQUIPMENT (MHE)

PREVENTIVE AND REMEDIAL MAINTENANCE

AT

DEFENSE LOGISTICS AGENCY (DLA) DISTRIBUTION BARSTOW, CALIFORNIA

FOR

CONTINUING GOVERNMENT ACTIVITY (CGA)

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. An Equipment Inventory List for the CGA is provided to identify each piece of equipment that requires maintenance service in Attachment 2. The Maintenance Task Charts are provided in Attachment 3 to define the preventive maintenance requirements. The DLA Distribution Equipment Inventory List for the CGA 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.

GENERAL The Contractor shall provide all labor, equipment, tools, materials, replacement parts, and supervision necessary to perform maintenance services on Government owned equipment located at DLA Distribution Barstow, California, complete and in accordance with (IAW) the terms and conditions specified herein. DLA Distribution Barstow, California is located on the Marine Corp Logistic Base in Barstow, CA. The Contracting Officer (KO) will designate a Contracting Officer’s Representative (COR) and an Alternate Contracting Officer’s Representative (ACOR) who will be perform the COR/ACOR duties associated with his respective field activity’s equipment. Therefore, unless otherwise indicated, all references in this SOW to “COR” include each field activity COR. All references in this SOW to “Contractor personnel” include both Contractor employees and subcontractors. The term COR and ACOR are interchangeable throughout this SOW.

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 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 EMACS will automatically generate an EMACS Maintenance Work Order (Attachment 4) 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 Contractor 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.

1.3 Daily, the COR or Support Services Representative will provide the Contractor with 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 or Support Services Representative within 1 day of PM completion. The Government will enter the data into the EMACS equipment records within 24 hours.

1.4 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 or Support Services Representative.

2.0 REMEDIAL MAINTENANCE (RM) (Unscheduled)

2.1 This maintenance service includes all actions to diagnose equipment malfunctions and restore the equipment to normal operating condition. The COR or Support Services Representative will advise the Contractor of the suspected problem and request an evaluation. The Government will generate an 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 or Support Services Representative. The EJON will be the primary means of identifying the piece of equipment. The Contractor will inspect the equipment, advise the COR or Support Services Representative of the problem and provide a cost estimate within 3 days 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 or Support Services Representative. 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 will obtain the approval of the COR or Support Services Representative before continuing work. Tire repairs and replacement of tires will be authorized by the COR or Support Services Representative. Tire installation and disposal fees shall be billed under parts for remedial maintenance. COR or Support Services Representative 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 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.

2.3 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 or Support Services Representative 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 Defense Logistics Agency (DLA) Form 1730 Vehicle Technical Inspection for Equipment (Attachment 5) as requested by the COR or Support Services Representative 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 Barstow, CA’s CGA Equipment Inventory List (Attachment 2). Results will be prepared on DLA Form 1730 and submitted to the COR or Support Services Representative.

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 5 days of scheduled service, unless otherwise approved by the COR or Support Services Representative.

4.2 Remedial maintenance services shall be responded to on site by Contractor personnel within 8 hours after verbal notification by the COR or Support Services Representative. Remedial maintenance services shall normally be completed within 72 hours after initial verbal notification by the COR or Support Services Representative, unless otherwise approved by the COR or Support Services Representative. If, however, the Government notifies the Contractor that the piece of equipment requiring remedial maintenance service is considered mission critical, the Contractor shall respond on site within 2 hours and 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 or Support Services Representative.

4.3 Technical inspection services, to include submission of completed DLA Form 1730, shall be completed within 48 hours of COR or Support Services Representative 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 or Support Services Representative. All replacement tires shall meet the same size and function as the original tire and shall be of equal quality. Tires will 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 EQUIPMENT WORK ORDERS (EWOs). The COR or Support Services Representative 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.

cost per unit which shall 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

7.0 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 KO or COR for review on request.

8.0 PERSONNEL

8.1 Contract Manager

8.1.1. The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work under this contract. The name of this person and an alternate who shall act for the Contractor when the Manager is unavailable shall be designated in writing to the KO and COR.

8.1.2 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.

8.1.3 The Contract Manager or alternate shall be available Monday through Friday, excluding federal holidays, between the hours of 0700 and 1530 to meet on the installation as required by the COR or Support Services Representative to discuss problem areas. The Contractor shall provide telephone numbers of the contract manager and alternate(s) who shall be available by telephone during the times stated above.

8.2. Contractor personnel

8.2.1 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.

8.2.2 Contractor personnel shall comply with directives pertaining to operation of privately owned vehicles on the Marine Corp Logistic Base Barstow, California.

8.2.3 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:

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).

9.0 QUALITY CONTROL PLAN

9.1 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.

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

9.2.1 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.

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

9.2.3 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.

10.0 QUALITY ASSURANCE

10.1 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.

10.2 The contract manager may be required to meet at least weekly with the COR or Support Services Representative during the first month of the contract and thereafter as often as necessary as determined by the COR or Support Services Representative. The Government will be responsible for preparation of written meeting minutes which shall be signed by the contract manager and the COR or Support Services Representative, with a copy provided to the KO. 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.

10.3 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.

11.0 HOURS OF OPERATION. The Principal Period of Maintenance (PPM) for Preventative Maintenance (PM) and Remedial Maintenance (RM) is Monday through Friday, 0700 – 1530 hours, excluding federal holidays. The Government observes the following federal holidays:

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 or Support Services Representative will advise the Contractor on whether services should be performed for that day or services should be rescheduled.

12.0 ENVIRONMENTAL COMPLIANCE

12.1 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.

12.2 Hazardous work processes and hazardous materials utilized or generated in the performance 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.

12.3 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 or Support Services Representative of any hazardous waste spills.

13.0 SECURITY REQUIREMENTS

13.1 The Contractor shall only have access to the base Monday – Friday, 0700 – 1530.

13.2 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 Barstow, California CGA Material Handling Equipment. The roster shall contain the following information about each individual. An updated roster and individual information shall be provided to the COR or Support Services Representative when any Contractor personnel changes occur.

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

(2) Last four of Social Security Number

(3) Status (type of employment)

(4) Name of company

(5) Office Phone Number

(6) Home address

(7) Date of birth

(8) Weight, height, color hair and eyes

(9) Length of anticipated employment

(10) Citizenship

13.3 In addition to the above, the Contractor’s employees shall obtain access to the installation by completing and submitting a Base Vetting form at least two weeks prior to the start of work for each employee. The Contractor shall mail, fax, or email completed vetting forms to Lori Morgan, DLA Distribution Barstow, California Security Specialist or Elizabeth Santini, DLA Distribution Barstow, California Safety Specialist. The Security Specialist and/or the Safety Specialist will notify the Contractor when the vetting has been cleared. The Contractor shall provide the original Base Vetting form to MCLB Barstow’s Pass and ID Building 101. The Contractor shall also enroll in the RAPIDGate Program by calling 1-877-RAPIDGate (1-877-727-4342) or going online at http://rapidgate.com/vendors/how-to-enroll. Once the Contractor has paid the enrollment fee and been approved for enrollment, the Contractor will receive an email with the Contractor’s RAPIDGate Company code. The Contractor shall instruct all employees who need access to MCLB Barstow, to register at the self-service registration station located at MCLB Barstow, Building 101. Each employee should be ready to provide the Contracted Company’s RAPIDGate company code, his or her address, phone number, date of birth, and Social Security number. The Registration Station will capture the employee’s photograph for credentialing and fingerprints for identity verification. Once the Contracted Company has approved each employee for participation and paid the registration fee, the RAPIDGate Program performs identity authentication and background screening. The Contracted Company will be notified when qualified employees may pick up their personalized RAPIDGate Credentials at the MCLB Barstow Pass and ID Building 101. To retrieve a Credential, each employee must provide the original Base Vetting Form, and show proof of identity by presenting one form of identification from List A, or two forms of identification from List B.

List A

1. U.S. Passport (unexpired)

1. Permanent Resident Card or Alien Registration Receipt Card (Form I-551)

1. Unexpired foreign passport, with I-551 stamp or attached Form I-94 indicating unexpired employment authorization

1. Unexpired Employment Authorization Document that contains a photograph (Form I-766, I-688, I688A, I-688B)

List B

1. Driver’s license or ID card issued by a state

1. ID Card issued by federal, state or local government agencies or entities

1. School ID card with a photograph

1. Voter’s registration card

1. U.S. Military card or draft record

1. Military Dependent’s ID card

1. U.S. Coast Guard Merchant Mariner Card

1. Native American tribal document

1. Driver’s license issued by a Canadian government authority

1. U.S. Social Security card issued by the Social Security Administration

1. Certification of Birth Abroad issued by the Department of State (Form FS-545 or Form DS-1350)

1. Original or certified copy of a birth certificate issued by a state, county, municipal authority or outlying possession of the United States bearing an official seal

1. U.S. Citizen ID Card (Form I-197)

1. ID Card for use of Resident Citizen in the United States (Form I-179)

1. Unexpired employment authorization document issued by DHS (other than those listed under List A)

Delays in accessing the base shall not be considered billable time. Any concerns or issues with base access can be directed to Lori Morgan, DLA Distribution Barstow, California Security Specialist or Elizabeth Santini, DLA Distribution Barstow, California Safety Specialist.

13.4 The roster shall be furnished to the COR or Support Services Representative within 5 days from the date of award. When Contractor personnel changes occur, the Contractor shall provide an updated roster and individual information to the COR or Support Services Representative within two (2) working days.

13.5 The Contractor 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 days of employee termination or contract completion.

14.0 SAFETY REQUIREMENTS

14.1 The Contractor shall conform to all applicable safety standards published in the Federal Register or any other national OSHA Public Laws 91.596.

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

14.3 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 or Support Services Representative.

15.0 GOVERNMENT-FURNISHED SUPPORT SERVICES

15.1 Emergency Medical Services. 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. The telephone number for Urgent Care on base from a mobile phone is: 760-577-6666 or from an on-base phone is: 911.

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

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.

END OF STATEMENT OF WORK