Attachment_1_-_SOW.pdf

ATTACHMENT 1

STATEMENT OF WORK (SOW)

FOR

WEIGHT HANDLING EQUIPMENT

MAINTENANCE AND INSPECTION SERVICES

AT

DEFENSE LOGISTICS AGENCY (DLA) DISTRIBUTION WARNER ROBINS,

GEORGIA

1.0 SCOPE OF WORK

1.1 Maintenance services shall include: Preventive Maintenance (PM) scheduled, Corrective Maintenance (CM) unscheduled, Inspection/Testing, Load Testing and Certification.

The DLA Distribution Warner Robins Georgia Equipment Inventory List is provided to identify each system component (equipment) that requires maintenance service (Attachment 2). The Maintenance Task Charts are provided to define the PM requirements (Attachment 3).

1.2 The Contractor shall provide all labor, equipment, tools, test equipment, materials, replacement parts, and supervision necessary to perform maintenance and inspection services on Government owned equipment located at DLA Distribution Warner Robins Georgia in accordance with (IAW) the terms and conditions specified herein. The Contracting Officer (KO) will designate a Contracting Officer’s Representative (COR) who will perform the COR duties associated with the contracted maintenance services to be performed under this contract. All references in this SOW to “Contractor personnel” include both Contractor employees and subcontractors. DLA Distribution Warner Robins Georgia 31098 resides on the Robins Air Force Base located in Houston County Georgia just east of and adjacent to the city of Warner Robins Georgia about 18 miles south east of Macon Georgia and about 100 miles south east of Atlanta Georgia.

1.3 This is a non-personal services contract to provide maintenance services on weight handling equipment at DLA Distribution Warner Robins Georgia. 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.

2.0 OVERVIEW OF THE WEIGHT HANDLING EQUIPMENT

The weight handling equipment systems are located in Buildings 351, 368, 376, 380, 385, 393, and 641. The weight handling systems are located indoors or under overhead cover. See Attachment 2 for details on the weight handling equipment.

3.0 GENERAL MAINTENANCE REQUIREMENTS

3.1 Performance Delays. The Contractor shall report all circumstances, within one workday, which would affect the Contractor’s performance of work or downtime of equipment, including any delays such as: awaiting arrival of parts on order or outside repair of parts; delays of prescheduled PMs; arrival of additional maintenance personnel; or interference of work by employees of the Government. The Contractor shall telephonically notify the COR if maintenance services are not completed after initial response to a corrective maintenance trouble call. If the problem cannot be resolved by the initial response of the Contractor, the COR shall be given a reason for the delay and the estimated time when equipment will become completely operational.

3.2 Obsolescence and/or Non-Maintainability. If the Contractor determines that any equipment, machine, or components being maintained under this contract becomes obsolete or unable to maintain, the reasons for this determination and a proposal defining recommended changes and associated costs shall be submitted to the KO and COR for consideration. Upgrades to the equipment, machines, or components are not included in this contract. If the Government requires upgrades to the equipment, machines or components, the specific requirements will be developed and forwarded to the DLA Distribution J7 Acquisition Operations who will process as a separate contract action in accordance with the policies and procedures established in the Federal Acquisition Regulation (FAR).

3.3 Responsibility of the Government. The Government shall not perform or have performed by others, repairs to equipment when such equipment is under purview of this contract, except for functions normally construed to be “operator maintenance”. The Government reserves the right to perform or have performed by others any maintenance item wherein the Contractor does not meet the performance requirement for any reason.

3.4 Relocation of Equipment. The Contractor shall not relocate equipment without specific approval from the COR.

3.5 System Shut Down. The Contractor shall obtain specific approval from the COR for all PM and CM services requiring any part of the weight handling equipment to be shut down.

3.6 Coordination with other Contractors/Government Personnel. The Contractor shall coordinate PM and CM services with other Contractors and DLA Distribution Warner Robins Georgia personnel where the weight handling equipment interfaces with other system equipment not being maintained under this contract.

4.0 PREVENTIVE MAINTENANCE (PM) (Scheduled)

4.1 This maintenance service includes the care and servicing by Contractor personnel for the purpose of maintaining equipment in satisfactory operating condition in accordance with the PM tasks (Attachment 3). The Contractor shall provide PM on the equipment listed and at the frequency specified in the Schedule of Supplies/Services. All labor, replacement parts, materials, equipment usage and/or rental charges, environmental compliance, and Contractor personnel transportation used for PM services shall be included in the contract unit price for PM service.

4.2 PM scheduling will be accomplished by the Government utilizing the Defense Property Accountability System (DPAS). Based on previous maintenance services and recommended maintenance intervals, DPAS will automatically generate a PM 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.

4.3 The COR will provide the Contractor, the DPAS work orders for all equipment due PM. All WOs will identify the equipment asset number and each PM to be completed. Upon completion of the PM, the Contractor shall annotate on each WO 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 WOs to the COR within 1 day of PM completion. The Government will enter the data into the automated equipment management control system within 24 hours.

4.4 All repairs required as a result of PM inspection, except as noted below, shall be accomplished under CM, with the approval of the COR.

4.5 Inspection/Testing. The Contractor shall perform an annual inspection/testing of all hoists and cranes listed in Attachment 2 concurrent with the annual PM. Hoist and crane inspection/testing shall be completed in accordance with American Society of Mechanical Engineers (ASME) B30 standard, ASME BTH-1 standard, ASME HST standards, Occupational Safety and Health Administration (OSHA) 29 CFR 1910.179 or most current version, and manufacturer’s recommendations. The Contractor shall be responsible for scheduling and performing inspections ensuring that certifications do not lapse. The COR may witness the inspection/testing activities. The Contractor shall immediately provide a written report to the COR identifying any and all deficiencies/malfunctions discovered as a result of an inspection/testing.

The Contractor shall correct deficiencies/malfunctions in accordance with the procedures established in Section 5.0 Corrective Maintenance. After repairs are completed, the Contractor shall re-perform the failed inspection/testing at no additional cost to the Government.

4.6 Load Testing. The Contractor shall load test each hoist and crane on an annual basis using Contractor-provided certified test weights. The hoists and cranes shall be load tested concurrent with the annual PM. The Contractor shall also ensure additional load tests are completed whenever the Contractor removes, repairs, or replaces a primary component of the lifting system. The Contractor shall ensure all load tests are completed in accordance with governing regulations using common commercial methods. The Contractor shall contact the COR for guidance in the event that a hoist or crane fails a load test.

4.7 Certification. The Contractor shall certify each hoist and crane on an annual basis to ensure that all units have passed the requirements of applicable industry standards and manufacturer’s recommendations. The hoists and cranes shall be certified concurrent with the annual PM. The Contractor shall physically attach the annual certification sticker on each hoist and crane. The Contractor shall provide the certification document/report for each hoist and crane to the COR.

5.0 CORRECTIVE MAINTENANCE (CM) (Unscheduled)

5.1 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 WO 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 DPAS asset number 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 $2500.00 (dollars). If the Contractor determines that repairs need to be performed off-site, the Contractor shall notify the COR in writing providing the asset number, serial number and estimated date for return of the equipment. The Contractor will begin all repairs only after approval by 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.

5.2 The Contractor shall provide the COR a point of contact and phone number to receive and respond to RM service requests. The Contractor shall ensure that this phone number is monitored to guarantee prompt response to RM service requests.

5.3 For repair actions estimated to cost $2500.00 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 $2500.00 or less.

5.4 Upon completion of the RM, the Contractor shall annotate on each WO 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 WOs to the COR within 1 day of RM completion. The Government will enter the data into DPAS within 24 hours.

5.5 The Contractor shall be reimbursed for actual equipment rental expenses.

5.6 The Contractor shall be reimbursed IAW FAR 31.205-46, Travel Costs, for additional equipment transportation expenses and per diem expenses associated with overnight stays to repair equipment.

6.0 PERFORMANCE SCHEDULE

6.1 Preventive maintenance services shall be completed within 5 days of scheduled service, unless otherwise approved by the COR.

6.2 Corrective maintenance services shall be responded to on site by Contractor personnel within 24 hours after notification by the COR. CM services shall normally be completed within 48 hours after initial notification by the COR, unless otherwise approved by the COR. If, however, the Government notifies the Contractor that the piece of equipment requiring CM service is considered mission critical, the Contractor shall respond on site within 8 hours and shall continue the CM service until such time as the piece of equipment is returned to full operational capability or as otherwise instructed by the COR.

7.0 REPLACEMENT PARTS

7.1 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 WO shall indicate if a “like new” part has been installed or used in the repair of the equipment.

7.2 Parts, lubricants and oils used for PM shall not be invoiced separately but shall be included as part of the PM price.

7.3 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).

7.4 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.

7.5 The Contractor is responsible for obtaining all equipment operator and maintenance manuals that are not available from the Government.

8.0 EQUIPMENT CHANGES. The DLA Distribution Warner Robins Georgia 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 new weight handling equipment acquisition or equipment disposal/replacement. The Government will provide written notification of any such action to the Contractor. If such action results in a negotiated price increase or decrease, the Government will issue a contract modification.

9.0 WORK ORDERS (WO). The COR will provide the Contractor a generated WO form for all PM and RM services provided. All Contractor completed WOs shall contain the information listed below, as applicable to PM or CM 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. Asset Number

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

8. Annual Inspection/Testing results

9. Annual Load Testing criteria and results

10. Annual Certification results

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

12. Equipment hour meter reading if available

13. Legibly printed name of Contractor personnel who accomplished work

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

10.0 MANDATORY REPORT. 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. Contractors may direct questions to the help desk at:

http://www.ecmra.mil .

11.0 PERSONNEL

11.1 Contract Manager

11.1.1 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.

11.1.2 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.

11.1.3 The Contract Manager or alternate shall be available Monday through Friday, excluding federal holidays, between the hours of 0700 and 1600 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.

11.2 Contractor personnel

11.2.1 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.

http://www.ecmra.mil/

11.2.2 Contractor personnel shall comply with directives pertaining to operation of privately owned vehicles on the Warner Robins Air Force Base.

11.2.3 The Contractor shall assure that Contractor personnel completely understand the requirements of this SOW. 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 electrical, mechanical or electro-mechanical systems. Contractor service technicians shall hold current manufacturer’s certifications if available to troubleshoot, maintain and repair the equipment included in this SOW. Where manufacturer’s certifications are not available or particularly relevant, recognized industry stand certifications may be substituted.

The Contractor shall maintain a file containing all service technicians’ training and certifications and shall make this information available to the COR upon request.

12.0 QUALITY CONTROL PLAN

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

12.2 The plan shall include an inspection system covering both PM and CM repairs required by this contract. The plan must ensure that quality service levels are maintained throughout contract performance.

12. 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.

13.0 QUALITY ASSURANCE

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

13.2 The COR will advise the Contractor in writing 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 Contractor (or authorized representative) initial the entry.

14.0 HOURS OF OPERATION.

14.1 The Principal Period of Maintenance (PPM) for maintenance services to be performed under this contract is Monday through Friday, 0700 – 1600 hours, excluding federal holidays. The Government observes the following federal holidays:

New Year’s 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.

14.2 In order to minimize disruptions to the distribution operations, the Government may require that the Contractor perform PM services outside the PPM. Also, if the Contractor desires to perform PM services outside the PPM, the Contractor shall request permission and obtain written approval from the COR at least 24 hours in advance to allow for necessary arrangements to be made.

15.0 ENVIRONMENTAL COMPLIANCE

15.1 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.

15.2 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.

15.3 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.

16.0 SECURITY REQUIREMENTS

16.1 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 the 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

16.2 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 access to the installation and for use in the event of an emergency.

16.3 Contractor personnel must bring personal identification and all completed forms to the Visitor’s Center and identification when accessing the base. The COR will provide a Base Access Affidavit to Contract Manager in advance (7 – 10 days) for the employees/technicians that will perform the services. This form must be filled out in its entirety and returned via scanned PDF document to the COR at least 5 work days in advance.

16.4 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 COR or a designated representative will escort contracted personnel at all times.

16.5 Contractor personnel driving vehicle(s) on the installation shall provide proof of vehicle registration, insurance, and valid state driver’s license. Privately owned vehicles will have to be parked in designated parking areas.

17.0 SAFETY AND OCCUPATIONAL HEALTH (SOH)

17.1 The Contractor shall conform to all applicable safety and occupational health standards published in the Federal Register or any other Occupational Safety and Health Administration (OSHA) Public Laws and ensure employees observe safety, traffic control, and fire prevention requirements in effect at the site.

17.2 Government safety personnel may observe Contractor operations/processes at any time on Government premises. Imminent danger situations shall be reported to the KO within one (1) hour and corrected on the spot; other safety issues shall be reported to the COR within one (1) business day.

17.3 Upon request the Contractor shall provide a copy of a written SOH plan which outlines:

a. An on-site SOH point of contact (POC); the Contractor’s POC shall be identified in writing to the COR. The Contractor’s POC shall be available to assist the COR with any safety surveillances conducted by the local safety office.

b. How hazards and deficiencies are identified and corrected, procedures for identifying, tracking, and correcting hazards in the Contractor’s assigned work area. Any hazards created during the work by the contractor must be abated prior to the final departure from the activity.

c. Responsibilities for protection of Government personnel, property and facilities, and procedures for reporting mishaps and correcting unsafe conditions, hazards, or practices.

17.4 The Contractor shall provide employees SOH training commensurate with the type of work being performed on the contract or activities involving Government facilities, personnel, or equipment.

17.5 The Contractor shall provide a Material Safety Data Sheet (MSDS) to the COR for any chemicals brought on site to perform the requirements in the contract and shall provide the MSDS to the COR prior to bringing the chemicals to the worksite.

17.6 The Contractor shall notify the COR within one (1) hour of the occurrence of any accidents and incidents resulting in either personal injury, loss of life, property damage to a government facility or equipment.

17.7 The Contractor shall require their personnel to wear personal protection equipment (PPE) (e.g., hearing protection, eye protection, gloves, steel-toed shoes or boots, aprons, masks, face shields, reflective vests, safety harnesses) in accordance with OSHA standards.

17.8 The Contractor shall inform personnel DLA Distribution is in the process of pursuing recognition under the Occupational Safety and Health Administration’s (OSHA) Voluntary Protection Program (VPP). The Contractor is not required to “certify” to VPP, but employees must be aware of the VPP and DLA Distributions efforts towards the recognition.

17.9 The Contractor shall contact the COR before bringing any radioactive source or device that produces radiation when operated. The COR will contact the Installation Radiation Safety Office for approval.

18.0 GOVERNMENT WORKING SPACE AND SUPPORT SERVICES

18.1 Working and Storage Space

18.1.1 The Government will make available working and storage space necessary for Contractor equipment to be used in performance of this contract. 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. The Government will provide, if available based on Contractor requirements, secure storage. The Government will not be responsible for the damage, loss or theft of Contractor property.

18.2 Utilities

18.2.1 The Government will make available at no cost to the Contractor water and electricity for Contractor connection at Government provided work spaces. 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:

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

18.2.3 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.

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

18.2.5 Government telephones shall not be used for personal reasons nor for any toll/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.

18.3 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 inpatient or outpatient treatment rate as appropriate. Telephone number for Urgent Care is:

911.

19.0 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.

20.0 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.

21.0 CERTIFICATION AND ACCEPTANCE. The COR or KO is designated as the point of final inspection and acceptance by the Government of all items and services required by the contract.

END OF STATEMENT OF WORK