Attachment_1_-_DDRT_SOW.docx

ATTACHMENT 1

STATEMENT OF WORK (SOW)

REMEDIAL MAINTENANCE SERVICE

AT THE

DLA DISTRIBUTION RED RIVER, TEXAS

SCOPE OF WORK The maintenance service shall include one type of service: on call unscheduled Remedial Maintenance (RM). The DLA Distribution Red River, Texas Equipment Inventory List is provided to identify each piece of equipment that requires remedial maintenance service (Attachment 2). The DLA Distribution Red River, Texas Equipment Inventory List is subject to change by the Government when equipment addition(s) and/or deletion(s) are required due to equipment disposal or replacement. The Defense Logistics Agency (DLA) utilizes an automated (computerized) management information system (MIS) known as the Equipment Management and Control System (EMACS). EMACS provides maintenance related data such as equipment description, identification, activity comment codes, life expectancies, maintenance costs, parts availability, condition codes, utilization, warranty information, and location data to help process and record maintenance actions. The system also provides the capability to schedule maintenance and generate equipment work orders. (Attachment 3 – EMACS Work Order).

GENERAL The Contractor shall provide all labor, equipment, tools, materials, replacement parts, and supervision necessary to perform Remedial Maintenance (unscheduled) on Government owned equipment located in Building 499 at the DLA Distribution Red River, Texas which resides on the Red River Army Depot, Texarkana, TX complete and in accordance with (IAW) the terms and conditions specified herein. All references in this SOW to “Contractor personnel” include both Contractor employees and subcontractors.

This is a non-personal services contract to provide remedial maintenance services on Government owned equipment at DLA Distribution Red River, Texas. The Government shall 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.

CONTRACTOR MANPOWER REPORTING The contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Defense Logistics Agency via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecrnra.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, beginning with 2013. Contractors may direct questions to the help desk at: http://www.ecmra.mil. (Reference DLAD 37.103-90(a)

1.0 REMEDIAL MAINTENANCE (RM) (Unscheduled)

1.1 This maintenance service includes all actions to diagnose equipment malfunctions and restore the equipment to normal operating condition. The Contracting Officer Representative (COR) 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. 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 within 3 days when major repairs exceed $1500.00. 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 will obtain the approval of the COR before continuing work. Tire repairs, replacement of tires and replacement of the electric power source (battery) will be authorized by the COR. Tire installation and disposal fees shall be billed under parts for remedial maintenance. Equipment modifications shall not be made without prior approval from the COR. If major repairs need to be performed off-site, the Contractor shall be reimbursed for actual transportation costs. 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.

1.2 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.

1.3 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 within 1 day of RM completion. The Government will enter the data into the EMACS equipment records within 24 hours.

2.0 TECHNICAL INSPECTIONS

2.1 The Contractor shall perform a Technical Inspection (TI) using Defense Logistics Agency (DLA) Form 1730 Vehicle Technical Inspection for Equipment (Attachment 4) as requested by the COR to facilitate equipment redistribution and/or disposal decisions.

2.2 The technical inspection shall consist of the inspection and diagnosis of items and/or components on equipment identified in the DLA Distribution Red Rivers Equipment Inventory List. Results will be prepared on DLA Form 1730 and submitted to the COR.

2.3 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 equipment being inspected.

3.0 PERFORMANCE SCHEDULE

3.1 Remedial maintenance services shall be responded to on site by Contractor personnel within 8 hours after verbal notification by the COR. Remedial maintenance services shall normally be completed within 72 hours after initial verbal notification by the COR, unless otherwise approved by the COR. 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.

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

4.0 REPLACEMENT PARTS

4.1 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.

4.2 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.

4.3 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 will be removed and repaired when items such as glass, nails, and other sharp metal objects are found.

4.4 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.

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

5.0 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.

6.0 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.

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

shall supported by actual supplier invoices, published price lists and/or proof of payment

7. Description of malfunction and work/service performed, and corrective action taken

8. Equipment hour meter reading and odometer reading

9. Legibly printed name of Contractor personnel who accomplished work

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

8.0 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.

9.0 PERSONNEL

9.1 Contract Manager

9.1.1. 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 Contracting Officer.

9.1.2 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.

9.1.3 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 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.

9.2. Contractor personnel

9.2.1 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.

9.2.2 Contractor personnel shall comply with directives pertaining to operation of privately owned vehicles on Red River Army Depot (RRAD).

9.2.3 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 the manufacturer. All Contractor service technicians must be skilled in troubleshooting and determining causes of defects and component failures; must be skilled in determining when major components should be torn down and the type and extent of repairs needed; must be skilled in measuring and fitting needed components and in the use of hand tools and test equipment. All Contractor service technicians must have working knowledge of diagnosis and repair for the equipment to be maintained under this contract. 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.)

10.0 QUALITY CONTROL PLAN

10.1 The Contractor shall establish and maintain a complete Commercial Quality Control Plan to ensure the requirements of the contract are provided as specified.

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

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

10.1.4 The Contractor shall maintain records of all inspections conducted by the Contractor and any necessary corrective action take. 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.

11.0 QUALITY ASSURANCE

11.1 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 or KO. The identity of the COR, his duties and authority will be promptly furnished to the Contractor.

11.2 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 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.

11.3 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.

12.0 HOURS OF OPERATION The Principal Period of Maintenance (PPM) for 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 will advise the Contractor on whether services should be performed for that day or services should be rescheduled.

12.2 The Contractor may be required to work outside the Principal Period of Maintenance. If the COR determines that Contractor support is required, the COR will provide the Contractor with a 4 hour notification and the support requirements.

13.0 ENVIRONMENTAL COMPLIANCE

13.1 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.

13.2 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.

13.3 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.

14.0 SECURITY REQUIREMENTS

14.1 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 Red River, Texas’s 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

14.2 The roster shall be furnished to the COR within 5 days from the date of award. When any Contractor personnel changes occur, the Contractor shall provide an updated roster and individual information to the COR within two (2) working 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. The information will be used for accomplishment of the DLA Form 1486, Application for Civilian Identification, and Electronic Access Card, completed by the RRAD Site Security Officer.

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

14.4 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.

14.5 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.

116.0 GOVERNMENT-FURNISHED PROPERTY (GFP) AND SUPPORT SERVICES

16.1 Work Areas

16.1.1 The work areas available during performance of this contract include inside work spaces 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 will be neat and clean, free from fire and safety hazards and unsanitary conditions.

16.2 Utilities

16.2.1 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:

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

16.2.3 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.

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

16.3 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. Telephone number for Urgent Care is: 911.

17.0 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.

18.0 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