Attachment_1_DDRT_Statement_of_Work.pdf

SP3300-15-R-0005

ATTACHMENT 1

STATEMENT OF WORK (SOW)

INDUSTRIAL EQUIPMENT

PREVENTIVE AND REMEDIAL MAINTENANCE

DLA DISTRIBUTION RED RIVER, TEXAS

SCOPE OF WORK

The maintenance service shall include two types of services: Preventive Maintenance (PM) scheduled and on call Remedial Maintenance (RM) unscheduled. The DLA Distribution Red River, Texas Equipment Inventory List is provided to identify each piece of equipment that requires 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 known as 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 PM (scheduled) and RM (unscheduled) on Government owned equipment located at the DLA Distribution Red River, Texas 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 Preventive and Remedial Maintenance Support Services on Industrial Equipment at DLA Distribution Red River, Texas. 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.

CONTRACTING 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.ecmra.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 PREVENTIVE MAINTENANCE (PM) (Scheduled)

The PM time frame will be determined by the number of operating hours set by the guidelines in the Maintenance and operation manual. The Contracting Officer Representative (COR) will be responsible for notifying the contractor as to when PM needs to be performed.

1.1 The Preventive Maintenance for the 2005 Terex Super Stacker, Model 45r, Serial Number is vhx‐ tfc45r172178 and EJON 0t22706. The Contractor shall perform the following tasks, as applicable, under Preventive Maintenance:

(a) service and grease boom

(b) inspect and replace wear pads (if required)

(c) change all filters including fuel, engine oil and hydraulic on each procedure

(d) change engine oil

(e) check all belts and hoses (replace if required)

(f) check all safety related items:

brakes steering lights horn back-up alarm lights

(g) check operation of boom and all boom locks

1.2 The Contractor shall be responsible for disposal of all excess/used oil and fluids to include:

filters clean-up area

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 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 within 3 days when major repairs exceed $1,500 (dollars). 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 and replacement of tires and replacement to 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.

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 $1,500 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 $1,500 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 4) 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 Red River, Texas Equipment Inventory List.

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 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.

4.2 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 Replacement parts required in the performance of RM shall be invoiced to the Government in accordance with the terms and conditions of this contract (FAR 52.212-4 Alternate I). 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.

5.3 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.

5.4 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.

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

5.6 The Contractor shall notify the COR of all damages that are not due to normal wear and tear

(i.e. operator damage) 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.

5.7 The Contractor shall be responsible for providing replacement batteries for the MHE equipment upon approval of the COR.

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 warrant 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 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.

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. Labor hours and associated labor rates worked

6. All replacement parts used by part number, part name, quantity and cost per unit which 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 if action is a repair

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

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 (KO) 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 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.

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 Monday through Thursday, 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.

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.

10.2.2 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.

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

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 Commercial Quality Control Plan to ensure the requirements of the contract are provided as specified.

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

11.1.3 The Contractor 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

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 KO and COR. 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.

13.1 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:

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.

13.2 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.

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 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.

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 Red River, Texas 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) Social Security Number

(3) Status (type of employment)

(4) Name of company

(5) Office Phone

(6) Home address

(7) Date of birth

(8) Weight, height, color hair and eyes

(9) Length of anticipated employment

15.2 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.

15.3 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.

15.4 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.

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 will 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.

17.3 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.

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