Attachment 3-Statement of Work_Revised.pdf

STATEMENT OF WORK (SOW)

FOR

PREVENTIVE MAINTENANCE AND REMEDIAL MAINTENANCE

ON

GOVERNMENT-OWNED AIR COMPRESSORS AND DRYER

AT

DEFENSE LOGISTICS AGENCY (DLA) DISTRIBUTION WARNER ROBINS,

GEORGIA

SCOPE OF WORK.

A. Background: The Defense Logistics Agency (DLA) is a United States (U.S.) Department of Defense (DoD) agency that provides worldwide logistics support for the missions of the Military Departments and the Unified Combatant Commands under conditions of peace and war. The primary mission of DLA Distribution is to provide supplies and services to the United States military forces worldwide. DLA Distribution Warner Robins (DDWG) supports both local and worldwide customers and provides immediate support to industrial and war-fighting customers. We also provide direct support for various mission units assigned to Robins Air Force Base.

B. The Defense Distribution Center (DDC) and the Defense Distribution Warner Robins, Georgia (DDWG) is in possession of air compressors and a dryer at DLA Distribution Warner Robins for which maintenance services are required in order to maintain operational availability. The maintenance services shall include two types of service: Preventive Maintenance (PM) scheduled and on-call Remedial Maintenance (RM) unscheduled. The Distribution Center is located in Middle Georgia with the city of Warner Robins adjacent to the base and the city of Macon within 25 miles of the base.

C. Attachment 4 identifies the 9 air compressors and 1 dryer unit that require maintenance services for the Base Year and Option Years 1 and 2 of the contract.

D. The DDWG air compressor and dryer maintenance requirements are subject to change by the Government when equipment addition(s) and/or deletion(s) are required due to equipment disposal or replacement.

GENERAL.

A. The Contractor shall provide all labor, equipment, tools, materials, replacement parts, travel and supervision necessary to perform maintenance services on the Government-owned air compressors and dryer located at DLA Distribution Warner Robins which resides on Robins Air Force Base, GA. All references in this SOW to “Contractor personnel” include both Contractor employees and subcontractors. The Contracting Officer (KO) will designate a Contracting Officer’s Representative (COR) who will be perform the COR duties under this contract.

B. This is a non-personal services contract to provide PM and RM Services on air compressors and a dryer for DLA Distribution Warner Robins Georgia activities. 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.

PERIOD OF PERFORMANCE.

Air compressor and dryer maintenance services shall be performed during the base year period and option year periods (if exercised) as shown in the contract.

PLACE OF PERFORMANCE.

The Contractor shall perform maintenance services on air compressors and a dryer in multiple buildings at DLA Distribution Warner Robins, Robins Air Force Base, Georgia 31098-1887.

1.0 PREVENTIVE MAINTENANCE (PM) (Scheduled)

1.1 PM services include the care and servicing by Contractor personnel for the purpose of maintaining equipment in satisfactory operating condition by providing for systematic inspection and detection of incipient failures either before they occur or before they develop into major defects. All PM services shall be performed annually and quarterly to the standards in accordance with (IAW) Original Equipment Manufacturer (OEM) specifications, National Institute of Standards and Technology (NIST) Handbook 44, and International Organization for Standardization (ISO). Contractor is responsible to perform three quarterly maintenance and one annual maintenance yearly in a quarterly cycle. Annual maintenance is performed in lieu of quarterly maintenance once per year. All replacement parts, materials, environmental compliance, and Contractor personnel travel used for PM services shall be included in the contract unit price for PM service. The Contractor shall perform preventive maintenance services as recommended in the manufacturer’s maintenance manual. The Government will provide available maintenance manuals;

however, if the Government does not have the maintenance manual, the Contractor shall be responsible for obtaining the manual.

1.2 Based on the PM schedule requirements identified in the Schedule of Supplies/Services, the Contractor shall establish a PM schedule. Within 7 calendar days after the date of contract award, the Contractor shall submit the PM schedule to the Contracting Officer Representative (COR). The Government will accept or propose an alternate PM schedule within 5 calendar days after the Contractor submits the PM schedule.

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

2.0 REMEDIAL MAINTENANCE (RM) (Unscheduled)

2.1 This maintenance service includes all actions to diagnose equipment malfunctions and restore the equipment to normal operating condition. All RM maintenance shall be performed to the standards set by, and IAW the Original Equipment Manufacturer (OEM) specifications, NIST

Handbook 44, and ISO. The COR will advise the Contractor point of contract (POC) of the suspected problem and request an evaluation. Upon arrival on site, Contractor personnel shall report to the COR. The Contractor shall inspect the equipment, advise the COR of the problem and provide a cost estimate as soon as feasible possible. The Contractor shall begin repairs only after approval by the COR. The Contractor shall not remove any air compressor or dryer equipment or components of the equipment from the site without the approval of the COR. The Contractor shall notify the COR of all damages that are not due to normal wear and tear. The Contractor shall not repair equipment with damages not due to normal wear and tear until approval has been received from the COR.

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

3.0 MAINTENANCE PERFORMANCE SCHEDULE

3.1 Preventive Maintenance services shall be completed within 5 calendar days of scheduled service, unless otherwise approved by the COR.

3.2 Remedial maintenance services shall be responded to on site by Contractor personnel within 24 to 48 hours after verbal notification by COR. Upon arrival on site, Contractor personnel shall report to the COR. Remedial maintenance services shall normally be completed within 5 calendar days 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.

4.0 REPLACEMENT PARTS/PRODUCTS

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

4.2 Parts used in the performance of PM shall not be invoiced separately but shall be included as part of the PM pricing.

4.3 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).

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 MAINTENANCE SERVICE DOCUMENTATION.

The Contractor shall provide the COR a maintenance service document for all PM and RM services provided. Each maintenance service document shall contain the information listed below, as applicable to PM or RM services, and shall be submitted within 5 working days after completion of the maintenance services.

1. Name of Contractor

2. Contract Number

3. Contract Line Item Number (CLIN)

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

5. Manufacturer, model, serial number and location of the equipment involved.

6. For PM, the labor hours spent and tasks performed.

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

8. 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.

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

10. Legibly printed name of Contractor personnel who accomplished work

6.0 WARRANTY

The Contractor shall take advantage of every manufacturer warranty provision on equipment to include labor and parts. 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 CONTRACTOR PERSONNEL

7.1 The Contractor shall designate a Contract Manager and an alternate (who shall act for the Contractor when the Contract Manager is unavailable) who must possess the basic knowledge and skills required to plan, control and manage the project. The Contract Manager shall also be responsible for the successful completion of the project. They shall be qualified to serve as the Contractor’s on-site supervisor and POC for Government representatives. The Contract Manager shall be able to provide overall supervision for Contractor employees, to include, but not limited to planning and managing the project professionally. They shall also ensure that work is scheduled properly to obtain maximum use of resources and ensure that accurate and timely reports are provided. Effective supervision to prevent inefficient or wasteful methods in the performance of services is very important; they shall ensure cost saving factors and quality controls are used to ensure work is performed as scheduled, and at a fair and reasonable cost.

7.2 The Contractor shall provide to the COR the name(s) and telephone number(s) of the responsible Contract Manager and alternate authorized to act for the Contractor.

7.3 The Contract Manager or alternate shall be available Monday through Friday, excluding federal holidays, between the hours of 0700 and 1530 to discuss problem areas.

7.4 Contractor personnel shall wear required Government furnished badge, and be easily recognizable. 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.

7.5 Contractor personnel shall comply with directives pertaining to operation of privately owned vehicles on the Defense Distribution Warner Robins, GA grounds.

7.6 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.

8.0 QUALITY CONTROL PLAN

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

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

8. 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, upon request, during the term of the contract.

9.0 QUALITY ASSURANCE

9.1 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 Contracting Officer (KO). Upon contract award, the identity of the COR will be promptly furnished to the Contractor.

9.2 The COR will provide general instructions on limitations and deadlines. Additional instructions will be provided for any unusual assignments or those that vary from established procedures. The Contractor’s employees shall independently carry out the assignments. Completed work will be spot-checked by the Government for adherence to procedures, accuracy, and completeness.

9.3 The Quality Assurance Surveillance Plan (QASP) is the Government’s plan to ensure the contractor provides the required services, and adheres to the quality standards as specified in this SOW. Both the Contractor and the Government have agreed to the terms of this contract. During the life of the contract, administrative procedures such as inspections, documentation and retention of records, which reflect the Contractor’s performance, will be retained.

9.4 This QASP will be used to monitor compliance with contract terms and conditions, identify nonconforming services to determine appropriate action. This plan sets forth the method and manner by which the Government intends to conduct surveillance of work under the contract, and is subject to the unilateral change by the Government without modification of the contract. All work required by the contract is subject to surveillance whether or not specifically included in the plan. When the Contractor performance fails to achieve the acceptable performance level and is clearly the fault of the Contractor, the COR will prepare a Contractor Deficiency Report (CDR) annotating the discrepancy, the date and time the deficiency was noted and will forward it to the Contractor and request corrective action. In response to the CDR, the Contractor shall explain within seven working days, in writing, why performance was unacceptable, how performance will be returned to acceptable levels and how recurrence of the problem will be prevented in the future. The COR will evaluate the Contractor’s explanation and determine the appropriate actions.

9.5 When the Contractor re-performs services as a result of the discrepancies, and the contractor does not meet the standards identified in this SOW, the Government may desire that the work to be re-performed prior to the completion of the delivery order. If this is the case, the Contractor shall perform the service at no additional cost to the Government.

9.6 The COR is designated as the point of final inspection and acceptance by the Government of all items and services required by the contract.

10.0 MAINTENANCE SUPPORT HOURS

10.1 The Contractor shall provide preventive maintenance (PM) support services Monday through Friday between the hours of 0700 and 1530, 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 Juneteenth 19 June 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 PM 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 PM service date, the COR will advise the Contractor on whether PM services should be performed for that day or services should be rescheduled.

10.2 The Contractor shall provide remedial maintenance (RM) support services Monday through Friday between the hours of 0700 and 1530, excluding federal holidays unless the COR determines that maintenance support outside designated hours is required because non-operational equipment will impact immediate mission functions.

11.0 ENVIRONMENTAL COMPLIANCE

11.1 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.

11.2 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.

11.3 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.

11.4 The Contractor shall maintain safety and health standards consistent with all applicable Federal, State, local, and OSHA, Fire Prevention, and Health Programs. The Contractor shall report all accidents and incidents, including occupational illnesses and injuries, encountered while performing work under this contract. Reports shall be made to the DDWG designated representative as expeditiously as possible, but not more than one hour following the incident or accident. The Contractor shall formulate and submit, within 15 calendar days after contract award a written safety plan for acceptance by the Government. The written plan shall include the details of the Contractor’s responsibilities, method of implementation, and how safety hazards and deficiencies are to be identified and corrected. The plan shall detail employee’s responsibilities for protection of Government property and safety of others, employee’s responsibilities for reporting all mishaps, and establish procedures for reporting how to correct unsafe conditions, hazards, or practices. The Project Supervisor shall serve as the central POC for safety and health related issues.

12.0 SECURITY REQUIREMENTS

12.1 The Contractor or authorized representative shall submit to the COR a roster identifying all Contractor personnel who shall be performing under this contract and require access to the equipment for which maintenance services are required. 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

12.2 The roster shall be furnished to the COR within 5 calendar days after the date of contract award. When any Contractor personnel changes occur, the Contractor shall provide an updated roster and individual information to the COR within 5 calendar 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 DLA New Cumberland, PA Site Security Officer.

12.3 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. No employee or representative of the Contractor shall be admitted to the site of work unless they furnish satisfactory proof that they are a citizen of the United States, or, if an alien, their residence within the United States is legal. All Contractor employees working under this contract shall be identified by a distinctive nameplate, emblem, or patch attached in a prominent place on an outer garment. Fore mentioned outer garment employee identification will not be substituted for DOD required passes or badges.

12.4 The Contractor shall register all contractor owned vehicles at the Pass and ID office and must have a valid driver’s license, valid registrations, insurance and mechanical inspection.

12.5 Contractor employees entering DOD installations as part of performing contract requirements shall abide by all security regulations and may be subject to security checks. All vehicles and personnel are subject to search and seizure of contraband and/or unauthorized Government property. Contractor vehicles (Contractor-owned and personal), Contractor employees, and their personal property shall be subject to searches upon entering and leaving the installation.

12.6 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 calendar days of employee termination or contract completion.

12.7 IAW 18 USC 1382, the Installation Commander has the authority to bar individuals from the installation. The removal from the job site or dismissal from the premises will not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required by this contract. Contractor personnel shall conduct themselves in a proper, efficient, courteous, and professional manner. The Contactor shall remove any individual from the site whose continued presence or employment is deemed by the DDWG designated representative to be contrary to the public interest or inconsistent with the best interests of national security.

12.8 The Contractor shall comply with DOD 0-2000.12-H, Dodd Anti-terrorism handbook with the implementation of any security measures issued by the Installation Commander. The Installation Commander is responsible for choosing the proper response to progressive levels of terrorist threats. Measures implemented under the various levels of terrorist threats may impact the Contractor’s normal operational approach to performance of the requirements and may require the Contractor to implement measures to ensure that services are sustained during heightened security measures.

12.9 The Contractor shall ensure the physical security of all Government property to assure that any accountable inventory in this contract is secured and protected against theft or sabotage or other acts constituting illegal destruction. The Government will not be responsible in any way for damage to the Contractor’s supplies, materials, equipment, and property or to Contractor employees’ personal belongings that are damaged or destroyed by fire, theft, accident, or other disaster.

12.10 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.

13.0 SAFETY AND OCCUPATIONAL HEALTH (SOH)

13.1 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.

13.2 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.

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

a. An on-site SOH point of contract (POC). The Contractor’s POC shall be identified in writing to the KO or COR. The Contractor’s POC shall be available to assist the KO or 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.

13.4 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.

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

13.6 The Contractor shall notify the KO or 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.

13.7 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.

13.8 The Contractor shall inform personnel that DLA 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’s efforts towards the recognition.

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

14.0 GOVERNMENT FACILITIES AND SUPPORT SERVICES

14.1 Work area

14.1.1 The Government will make available during performance of this contract 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 shall be neat and clean, free from fire and safety hazards and unsanitary conditions.

14.1.2 During and at completion of work, debris shall not be permitted to spread unnecessarily into adjacent areas nor accumulate in the work area itself. All such debris, excess material, and parts shall be cleaned up and removed at the completion of the job and/or at the end of each workday if work is in progress.

14.2 Utilities

14.2.1 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:

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

14.2.3 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.

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

14.2.5 Government telephones shall not be used for personal reasons nor for any toll/long distant calls unless authorized by the COR. Telephone access will be made available for the Contractor’s use for local calls only. Long distant 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. Unauthorized calls by the Contractor will be reported to the KO for resolution.

14.3 Emergency Medical Services

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

15.0 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.

16.0 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