Attachment 1 - SOW Cold Seal Machine - Revision 2.pdf

STATEMENT OF WORK (SOW)

FOR PREVENTIVE MAINTENANCE

ON COLD SEAL MACHINE

AT DLA DISTRIBUTION ALBANY, GEORGIA

SECTION 1 GENERAL CONDITIONS AND REQUIREMENTS

This Section provides general information relating to the conditions of operation and general requirements relating to the maintenance services performed for Defense Logistics Agency (DLA) Distribution.

1.0 INTRODUCTION

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.

B. DLA Distribution Albany, GA. is in possession of a Cold Seal Machine for which maintenance services are required to ensure operational availability. The maintenance services shall include Preventive Maintenance (PM) or scheduled maintenance at prescribed intervals. Please see Attachment 3 which identifies the equipment at DLA Distribution Albany, Georgia that requires maintenance services.

1.1 GENERAL OPERATING CONDITIONS

1.1.1 PERIOD OF PERFORMANCE

The period of performance for this Contract shall be for one-base year period and four (1) year options periods for Preventative Maintenance (PM)

1.1.2 PLACE OF PERFORMANCE

Maintenance services shall be performed at DLA Distribution Albany, GA. DLA Distribution Albany, GA.

is a tenant activity on the Marine Corps Logistics Base, Albany, GA (Host Installation).

1.1.3 INTERACTIONS WITH OTHER GOVERNMENT ORGANIZATIONS

A. The Contractor’s primary interaction with the Government shall be through the Contracting Officer

(KO) and the Government POC indicated in the purchase order.

1.1.4 FEDERAL HOLIDAYS

A. Federal holidays generally observed by the Government include:

Observed Federal Holidays

New Year’s Day Martin Luther King Day

Presidents Day Memorial Day

Juneteenth Day Independence Day

Labor Day Columbus Day

Veterans Day Thanksgiving Day

Christmas Day

B. 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.

C. In the event an Executive Order issued by the President of the United States declares Agencies of the

Federal Government closed for a regularly scheduled workday, the KO or Government POC will determine and advise the Contractor on whether services are required for that day.

1.1.5 CORE DUTY HOURS AND ACCESS TO THE INSTALLATION

A. The Contractor shall perform services required under this SOW during the operating hours of the

Government activity. The core hours for on-site maintenance activities are from 0700 to 1600 (4:00 PM) hours Monday through Friday, local time, except Federal holidays. The Government POC will provide the Contractor with 48-hour notice for any working hour changes other than the core hours.

B. Due to changing traffic conditions brought on by construction, changing missions, and security concerns within the installation, access to the installation is subject to change, sometimes with little or no warning. Inbound and outbound traffic restrictions may exist.

1.2 RESOURCE REQUIREMENTS

1.2.1 KEY PERSONNEL

A. AUTHORIZED GOVERNMENT PERSONNEL

1. Any changes to authorized personnel will be provided to the Contractor via a modification issued by the KO.

B. AUTHORIZED CONTRACTOR PERSONNEL

1. Contract Manager - The Contractor shall designate a Contract Manager who will have full authority to act for the Contractor on all matters relating to Contractor performance under this contract. The name of this person and also an alternate person who shall act for the Contractor when the manager is unavailable shall be designated and submitted in writing to the KO or Government

POC.

2. The Contract Manager shall be on-site while work is being performed for the duration of the contract. The Contract Manager has the authority to resolve problems, allocate resources, manage personnel, and monitor operation performance taking direction from the Government to ensure complete satisfaction. In the performance of these duties, the Contractor shall possess the basic knowledge and skills required to plan, control, manage, and be responsible for the successful completion of the work and shall be qualified to be the Contractor’s on-site supervisor and POC for Government representatives.

3. 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, ensuring that work is scheduled properly to obtain maximum use of resources; ensuring that accurate and timely reports are provided; applying effective supervision to prevent inefficient or wasteful methods in the performance of the labor-hour services ordered; ensure cost saving factors and quality controls are used to ensure work is performed as scheduled, and at a fair and reasonable cost.

1.2.2 CONTRACTOR PERSONNEL / QUALIFICATIONS

A. Contractor personnel shall wear the required Government Visitor Pass and be easily recognized.

Contractor personnel should wear distinctive clothing bearing the name of the company and/or wearing appropriate badges which contain the company name and employee’s name. During the performance of the service requirements set forth in this SOW, all Contractor personnel shall identify themselves or shall ensure they are introduced as Contractor employees in all communications.

B. Contractor personnel shall comply with directives pertaining to the operation of privately owned vehicles at DLA Distribution site.

C. The Contractor shall assure that Contractor technical personnel completely understand the requirements of this Statement of Work. All Contractor service technicians must have sound mechanical aptitude and ability; basic understanding of machinery, both mechanical and electrical;

and the ability to understand and comprehend technical manuals, drawings, diagrams and any other technical data supplied by the OEM.

D. All Contractor service technicians must have working knowledge specific to the diagnosis and repair for this particular equipment included in this SOW and be capable of diagnosis and repair. In this case, where OEM’s maintenance certifications are not available, recognized industry standard certifications and experience may be substituted. All Contractor service technicians must have like equipment-certifications or qualifications to provide comprehensive installation and maintenance services to the auto bagger equipment. The Contractor shall maintain a file containing all service technicians’ training and certifications and shall make this information available to the Government POC or KO upon request.

E. Personnel assigned to or utilized by the Contractor in the performance of this contract will be fully capable of performing and completing the project in an efficient, reliable, and professional manner. Contractor personnel will be physically capable of performing work under climatic conditions and will be appropriately dressed including individual protective clothing and equipment (e.g., safety shoes, safety glasses, earplugs, work gloves) for the work to be done.

1.3 SECURITY REQUIREMENTS

1.3.1 ACCOUNTABILITY

A. The Contractor or authorized representative shall submit to the Government POC a roster identifying all Contractor personnel who will be performing under this contract. The roster shall contain the following information about each individual. An updated roster and individual information shall be provided to the Government POC 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 number

5. Home address

6. Date of Birth

7. Length of anticipated employment

8. Citizenship

The roster shall be furnished to the Government POC within five (5) calendar days after the date of the contract award. When any Contractor personnel changes occur, the Contractor shall provide an updated roster and individual information to the Government POC immediately. 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.

B. No Contractor employee or representative will be admitted to the work site 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 will be identified by a distinctive nameplate, emblem, or patch attached in a prominent place on an outer garment.

The aforementioned outer garment employee identification will not be substituted for DOD required passes or badges. Contractor employees must present at least one (1) form of photo identification, i.e., a valid driver’s license, when arriving at the Pass and ID office.

C. The contractor and employees 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 from entry to the installation. 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 will conduct themselves in a proper, efficient, courteous, and professional manner. The Contractor will remove any individual from the site whose continued presence or employment is deemed by the DDAG POC to be contrary to the public interest or inconsistent with the best interests of national security.

D. Upon arriving at the MCLB/DDAG main gate, Contractor personnel must check in at the Pass and ID office to obtain a Visitor Pass for the base. Pass and ID will contact DDAG Government POC (i.e.

sponsor) to verify that entry is authorized for the contractor personnel before a visitor pass is issued.

Upon receipt of the visitor pass, Contractor personnel must proceed to and check in at Building 1221 (Administration Building), where they will sign the visitor log and obtain a security badge. Contractor personnel must sign out and return the security badge when they depart the base.

E. 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 the entrance of persons other than Contractor personnel engaged in the performance of assigned work in those areas.

1.3.2 PHYSICAL SECURITY

A. To be compliant with DoD and DLA regulatory guidance, the Contractor shall ensure the physical security of all Government property to assure that any accountable inventory or information in this contract is secured and protected against theft, 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 disasters.

B. The Contractor must register all vehicles at the Pass and ID office, and each vehicle entering the installation must have a current valid state registration, insurance and mechanical inspection.

C. Contactor employees entering the DDAG installation will 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 will be subject to searches upon entering and leaving the installation.

1.3.3 REPORTING OF CRIMINAL VIOLATIONS

The Contractor shall report to the KO or Government POC any suspected, alleged, or actual criminal incidents.

1.4 GOVERNMENT-FURNISHED FACILITIES AND SUPPORT SERVICES

A. WORK AREA

The Government will make available during the performance of this contract inside workspaces 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.

B. UTILITIES

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:

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

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.

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

C. 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. The telephone number for Urgent Care is: 911.

SECTION 2 SCOPE OF WORK

2.0 GENERAL INFORMATION - WORK

A. The Contractor shall provide all labor, equipment, tools, materials, replacement parts, and supervision necessary to perform maintenance services on the Government owned Cold Seal Machine located at DLA Distribution Albany, GA which resides on the Marine Corps Logistics Base, Albany, GA 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.

B. This is a non-personal services contract to provide Preventive Maintenance Support Services on a

Cold Seal Machine at DLA Distribution Albany, GA.

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.

When Contractor personnel find themselves in situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of the members of the public that they are Government officials. All Contractor employees shall wear ID badges conspicuously on his or her outer clothing above the waist at all times and shall identify themselves as Contractors in all communications.

C. The Government and the Contractor understand that the services 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 directions which will assist the Contractor in accomplishing tasks in the Statement of Work (SOW); however, the Government will not control the methods used by the Contractor to perform the service requirements set forth in the SOW.

D. Travel costs. The Government will not reimburse the Contractor for any travel costs incurred as a result of this contract.

E. Equipment List. See Attachment 3.

2.1 PREVENTIVE MAINTENANCE (PM) (Scheduled)

A. This maintenance service includes the care and servicing by Contractor personnel for the purpose of maintaining equipment in satisfactory operating condition by providing for systematic inspection, detection, and correction of incipient failures either before they occur or before they develop into major defects. PM services shall include but are not limited to those tasks identified in Attachment – Maintenance Task List. All PM shall be performed to the standards set by, and in accordance with the Original Equipment Manufacturer (OEM) specifications. All replacement parts, materials, environmental compliance and Contractor personnel transportation used to perform preventive maintenance services shall be included in the contract unit price for preventive maintenance service. The Cold Sealing Machine PM replacement parts list is attached. This OEM-suggested list is an example of parts that may or may not be needed for a PM event to be determined at the discretion of Contractor personnel performing services. All OEM equipment information is available for unlimited unrestricted download at no cost from the manufacturer website / documents section. Users may request an account setup which grants access to parts pricing and online ordering. See https://www.systempackaging.com/

B. Based on the PM schedule requirements identified in the Maintenance Task List; the Contractor shall establish a PM schedule. Within seven (7) calendar days after the date of contract award, the Contractor shall submit the PM schedule to the Government POC. This Schedule shall include one (1) annual preventive maintenance actions. The Government will accept or propose an alternate PM schedule within five (5) calendar days.

C. Within five (5) calendar days after completion of a PM, the Contractor shall document the work order and submit to the Government POC, the equipment on which the PM was performed, the labor hours utilized to perform the PM, the PM tasks performed and the name of the Contractor personnel performing the PM. The Contractor shall comprehensively record the PM event on a form and submit the PM action record form with the PM event invoice.

2.3 REPLACEMENT PARTS/PRODUCTS

A. 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 the condition of the part, ‘new’ or “like new”, installed or used in the repair of the equipment. Any parts used in performing maintenance shall not cancel any existing factory equipment warranty coverage. All OEM equipment information is available for unlimited unrestricted download, at no cost from the manufacturer website / documents section.

Users may request an account setup which grants access to parts pricing and online ordering.

B. Parts used for PM shall not be invoiced separately but shall be included as part of the PM event price.

C. Contractor will only bill the wholesale cost of parts with no additional imposed handling charges.

D. Equipment lubricants and oils used in the performance of this contract shall be the same or equal to those recommended by the OEM’s technical manuals or specifications.

F. The Contractor is responsible for obtaining any/all OEM equipment maintenance service manuals, maintenance task lists and applicable OEM equipment maintenance schedules that are not available from the Government. They are available by Contractor access to the OEM website. All OEM equipment information is available for unlimited unrestricted download, at no cost from the manufacturer website /documents section. Users may request an account setup which grants access to parts pricing and online ordering. See https://www.systempackaging.com/

G. The Government will purchase and store on site the Replacement Parts List in Attachment 2 – Maintenance Task List. The Contractor does not need to purchase or supply these parts listed in the Replacement Parts List in Attachment 2. As part of the annual PM service, the Contractor shall supply the labor required to replace these parts as necessary. The Contractor shall not invoice for the cost of these parts. Parts acquired with Government funds are the sole property of the Government.

2.4 WORK ORDERS.

The Contractor will provide a comprehensive, complete work order form for all PM services provided.

All work orders shall contain the information listed below, as applicable to PM services, and shall be submitted with invoices as support documentation within five (5) working days after completion of the maintenance services.

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

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

3. For PM, the labor hours are spent, and tasks are performed.

4. For PM, all replacement parts are used by part number, part name, quantity and cost per unit which shall be supported by actual supplier invoices, published price lists and/or proof of payment.

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

6. Legibly printed name of Contractor personnel who accomplished work.

2.5 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 KO. 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.

2.7 ENVIRONMENTAL COMPLIANCE

A. 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.

B. 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.

C. 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 Government POC of any hazardous waste spills.

2.8 SAFETY REQUIREMENTS

A. The Contractor and contractor personnel will be knowledgeable of and fully comply with all Federal, State, and local environmental laws and regulations; all applicable safety standards published in the Federal Register or any other national OSHA Public Laws 91.596.

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

C. The Contractor will not allow any employee(s) having possession of, or under the influence of alcohol or controlled substances to perform work. Government rules, regulations, laws, directives, and requirements which are in place or issued during the contract term relating to law and order, installation administration, and security on the installation will be applicable to all Contractor employees or representatives who enter the installation. Violation of such rules, regulations, laws, directives, or requirements will be grounds for removal (permanently or temporarily as the Government determines) from the work site.

D. The Contractor will 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.

E. 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 Government POC.

2.9 ENVIRONMENTAL, SAFETY, AND OCCUPATIONAL HEALTH (ESOH)

A. The Contractor shall ensure employees have safety education when engaged in activities involving

Government facilities, personnel, or equipment.

B. The Contractor shall notify the Government POC immediately after the occurrence of all accidents and incidents resulting in either personal injury, loss of life, impact to the environment or property damage to a government facility or equipment. The Contractor shall submit a completed copy of DLA Form 1591 and supplemental information within four (4) working days of the accident or incidents.

C. The Contractor shall require their personnel to wear all required personal protection equipment (PPE)

(e.g., hearing protection, eye protection, gloves, safety boots/shoes, aprons, masks, face shields, reflective vests, safety harnesses) during the performance of this contract IAW OSHA standards.

D. The Contractor shall comply with all Federal, State, and local environmental laws to include but not limited to Resource Conservation and Recovery Act (RCRA), Safe Water Drinking Act (SWDA), the Clean Air Act (CAA), and Federal Facilities Compliance Act (FFCA).

2.10 GOVERNMENT OBSERVATION

Government personnel, other than the Government POC may from time to time, with Contractor/Government coordination, observe or inspect Contractor operations. However, these personnel may not interfere with Contractor performance.

SECTION 3 DOCUMENTATION AND RECORDS

3.0 GENERAL INFORMATION – 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, invoices 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