Meade_-_Scale_Maintenance_(PWS__for_Base__REV_5_7-06-18_).pdf

SOLICITATION

SP4510-18-Q-1033

TRUCK SCALE MAINTENANCE SERVICES

(PREVENTIVE AND CORRECTIVE)

DEFENSE LOGISTICS AGENCY (DLA) DISPOSITION SERVICES

77 ROCK AVE

FT MEADE, MD 20755

Prepared: 6 JUL 2018

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CONTENTS:

I. EXECUTIVE SUMMARY……………………………………………………P.2

II. ACRONYMS/ DEFINITIONS……………………………………………….P.2

III. BID SCHEDULE (BASE YEAR PLUS 2 ONE [1] YEAR OPTIONS)….P.3-5

IV. PERFORMANCE WORK STATEMENT (PWS)………………………….P.6-13

V. EXAMPLE OF BID COMPLETION………………………………………..P.14

VI. EXAMPLE OF GOVT’s EXAMINATION OF QUOTES………………….P.15

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EXECUTIVE SUMMARY

This solicitation covers annual maintenance AND emergency repairs of DLA FT. MEADE’s TRUCK, PALLET and BENCH SCALES with peripheral equipment. The contract length is 1 Year with the OPTION to extend performance up to TWO additional 1 Year periods.

ANNUAL MAINTENANCE covers the manufacturer’s recommended preventative procedures, for truck/ pallet scales identified in the first two Contract Line Item Number’s (CLIN’s), in order to maintain the equipment in an accurate, safe, operational condition.

Annual maintenance for the bench scale (3rd CLIN) shall be limited to equipment calibration.

The contractor shall quote pricing for the first three CLIN’s for each period as a NOT TO EXCEED PRICE (which includes labor, plus the cost of consumable parts as specified by the truck/ pallet scale manufacturer’s equipment manual). Billing will reflect actual labor and parts, but will be capped at the NOT TO EXCEED PRICE.

Historical practice shows that annual maintenance for the first three CLIN’s have been completed within ONE straight time workday (8 hours scheduled Monday- Friday, on non-holiday, between the hours of 0730-1430 EST). Travel cost for annual maintenance is to be separately billed in the 5th CLIN.

EMERGENCY REPAIRS, for maintenance actions outside of annual maintenance, shall be billed to the 4th CLIN. Emergency repairs shall be performed in accordance with normal working hours/ time cited in the preceding paragraph. 4th CLIN represents a pool of 24 straight time hours that may be expended within the contract period. Contractor is to provide the price for hourly straight time labor.

TRAVEL COSTS for annual maintenance/ emergency repairs are to be charged to the 5th CLIN. Travel costs represent the contractor’s NOT TO EXCEED PRICE for round trip travel from the contractor’s shop, or dispatch location, which include all tolls, fuel and mileage charges. Billing will reflect actual travel costs, but will be capped at the NOT TO EXCEED PRICE.

PARTS FOR EMERGENCY REPAIRS shall be charged to the 6th CLIN. This is a $10,000 fund that may/ may not expended during the contract period. Contractor to provide customary mark-up percentage (%) on repair parts used for DLA FT Meade emergency repair parts.

INSPECTION OF EQUIPMENT, prospective bidders are encouraged to inspect the scales in order to assess the current condition of this equipment. Because of security and coordination concerns, there will be a date/ time established by DLA for interested parties to access the base and inspect the equipment. This will be a common inspection date/ time by all interested parties, DLA may not be able to accommodate individual requests for inspection dates/ times. INTERESTED PARTIES SHOULD CONTACT leonard.hatton@dla.mil FOR SPECIFICS ON THE DATE(S)/ TIMES THAT THIS EQUIPMENT WILL BE AVAILABLE FOR INSPECTION.

All quotes shall be submitted through FBO, shall include properly completed bid and reviewed clause/ provision packages.

ACRONYMS/DEFINITIONS:

Contract Line Item Number (CLIN) – The numerical number assigned to a controlled account.

Contracting Officer (KO) – The KO at the procuring activity is the individual with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

Contracting Officer Representative (COR) – The individual designed in writing by the Contracting Officer to act as the KO’s authorized representative. The COR is also the individual designated in writing by the KO to monitor the Contractor’s performance to assure compliance with technical requirements of the contract.

Preventive Maintenance (PM) – The routine checking of hardware that is performed by a field engineer/mechanic/technician/electrician on a specific scheduled basis. PM includes visual and operational inspection of all operational components and any repair, calibration or adjustment necessary to ensure the accuracy and operation scales cited herein.

Minor Repairs – Consist of repair or replacement of unserviceable parts, assemblies, sub-assemblies, and electrical components.

Performance Assessment - Describes how the Government will evaluate and assess contractor performance.

Remedial Service – A repair service call that is required due to a malfunction of the equipment.

Quality Assurance - Those actions taken by the Government to assure the performance of services meet the requirements of the contract.

Quality Control - Those actions taken by the Contractor to ensure services meet the requirements of the contract.

Repair – To accomplish the operations that are authorized to restore equipment to serviceable condition mailto:leonard.hatton@dla.mil

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DLA FT Meade Scale Maintenance Statement of Work (SOW)

BID SCHEDULE

BASE YEAR

CLIN Supplies/Services QTY UNIT Unit

Price Total Price

0001 Annual Preventive maintenance/ calibration on the following Truck Scale System 1

TRUCKSCALE: One (1) Mettler Toledo 7560 Digital Truckmate

INDICATOR: One (1) Mettler Toledo, IMD310

SN 0049479- 6DK

PRINTER: One (1) OKI Microline 186, SN AK46030676C0 Model number MD-D223004

SCOREBOARDS: Two (2) ADI 310.

EA

0002 Annual Preventive maintenance/ calibration on the following

PALLET SCALES: One(1) Fairbanks, HR2300 1

SN H578821BL

One (1) Triner, Model TS-700MS

SN AE111204092

0003 Annual Preventive Maintenance (to include calibration) of the following 2 :

BENCH SCALE: One (1) O’Haus, Ranger Counting

SN 2698232-7HF

0004 EMERGENCY REPAIR LABOR RATE3:

HR

0005 TRAVEL COST: 4

0006 PARTS FOR EMERGENCY REPAIRS: 5

MARK UP % FOR REPAIR PARTS : __________%

NTE $10,000.00

ANNUALLY

$.01

PRICE

PER

PART

First Year Option Total $__________

FOOT NOTES:

1. Price for CLIN’s 0001,0002 include Labor and cost of Consumable parts, which are recommended to be replaced per OEM manual on an annual basis. Plan that CLIN’s 0001, 0002, 0003 will be scheduled/ completed by ONE (1) technician in ONE (1) Round-Trip to FT Meade. Travel Cost, for both ANNUAL MAINTENANCE and EMERGENCY REPAIRS will be separately charged (see Foot Note 4 for CLIN 0005).

2. Bench Scale cited in CLIN 0003 is considered a non-repairable part and shall be replaced, if inoperable, with like or similar brand with present model’s functionality. Price for CLIN 0003 shall only include Labor.

3. Based on straight time (non-holiday) Labor Rate- Mon-Fri 0700-1430. All repairs will be done during these normal working hours.

4. Not to Exceed (NTE) Round Trip Travel Cost from contractors repair facility, or dispatch location, to job site.

This represents collective cost of travel (hourly travel time, fuel, tolls, traffic/ weather delays, etc.)

5. Contractors mark up % for ordered parts for Emergency Repair Parts. Gov’t may request contractor’s original paid invoices for any emergency repairs. (Applies to parts ordered under CLIN 0004 for Emergency Repair).

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FIRST YEAR OPTION

Total Price

1001 Annual Preventive maintenance/ calibration on the following

1002 Annual Preventive maintenance/ calibration on the following

1003 Annual Preventive Maintenance (to include calibration) of the

1004 EMERGENCY REPAIR LABOR RATE3:

1005 TRAVEL COST: 4

1006 PARTS FOR EMERGENCY REPAIRS: 5

First Year Option Total $__________

1. Price for CLIN’s 1001, 1002 include Labor and cost of Consumable parts, which are recommended to be replaced per OEM manual on an annual basis. Quote per plan that CLIN’s 1001, 1002, 1003 will be scheduled/ completed by ONE (1) technician in ONE (1) Round-Trip to FT Meade. Travel Cost, for both ANNUAL MAINTENANCE and EMERGENCY REPAIRS will be separately charged (see Foot Note 4 for CLIN 1005).

2. Bench Scale cited in CLIN 1003 is considered a non-repairable part and shall be replaced, if inoperable, with like or similar brand with present model’s functionality. Price for CLIN 1003 shall only include Labor.

3. Based on straight time (non-holiday) Labor Rate- Mon-Fri 0700-1430. All repairs will be done during normal these working hours.

4. Not to Exceed (NTE) Round Trip Travel Cost from contractors repair facility, or dispatch location, to job site.

This represents collective cost of travel (hourly travel time, fuel, tolls, traffic/ weather delays, etc.)

5. Contractors mark up % for ordered parts for Emergency Repair Parts. Gov’t may request contractor’s original paid invoices for any emergency repairs. (Applies to parts ordered under CLIN 1004 for Emergency Repair

SECOND YEAR OPTION

Total Price

2001 Annual Preventive maintenance/ calibration on the following

2002 Annual Preventive maintenance/ calibration on the following

2003 Annual Preventive Maintenance (to include calibration) of the

2004 EMERGENCY REPAIR LABOR RATE3:

2005 TRAVEL COST: 4

2006 PARTS FOR EMERGENCY REPAIRS: 5

Second Year Option Total $__________

1. Price for CLIN’s 2001, 2002 include Labor and the calculated cost of Consumable parts, which are recommended to be replaced per OEM manual on an annual basis. Quote per plan that CLIN’s 2001, 2002, 2003 will be scheduled/ completed by ONE (1) technician in ONE (1) Round-Trip to FT Meade. Travel Cost, for both ANNUAL MAINTENANCE and EMERGENCY REPAIRS will be separately charged (see Foot Note 4 for CLIN 2005).

2. Bench Scale cited in CLIN 0003 is considered a non-repairable part and shall be replaced, if inoperable, with like or similar brand with present model’s functionality. Price for CLIN 2003 shall only include Labor.

3. Based on straight time (non-holiday) Labor Rate- Mon-Fri 0700-1430. All repairs will be done during these normal working hours.

4. Not to Exceed (NTE) Round Trip Travel Cost from contractors repair facility, or dispatch location, to job site.

This represents collective cost of travel (hourly travel time, fuel, tolls, traffic/ weather delays, etc.). Travel will be billed at the actual travel time, but will be capped at the contractor’s NTE cost provided.

5. Contractors mark up % for ordered parts for Emergency Repair Parts. Gov’t may request contractor’s original paid invoices for any emergency repairs. (Applies to parts ordered under CLIN 2004 for Emergency Repair).

PERFORMANCE WORK STATEMENT (PWS)

1) INTRODUCTION: DLA Disposition Services Ft. Meade has the responsibility of disposing and reutilizing Department of Defense (DoD) excess and surplus property generated by the military services. This is accomplished through reutilization to other DoD activities; transfer to other Federal agencies; donation to authorized state and local organizations; sale to the general public; ultimate disposal through abandonment or destruction. This support mission constitutes a service provided to military services and a contractual obligation to civilian buyers. Delays in this support operation can result in hampering military activity, and could result in penalties to the United States Government for failure to meet contractual obligations. DLA Disposition Services Headquarters for DLA Ft. Meade is located in Battle Creek, Michigan. DLA Disposition Services is a Major Subordinate Command (MSC) of the Defense Logistics Agency (DLA).

2) GENERAL: DLA Disposition Services requires operational Truck and Bench scales at all times to quantify the removal of property it receives for re-sale or disposal. The importance of the mission and seriousness of the impact of inoperative scales make prompt maintenance, calibration, and repairs a priority. The Contractor shall furnish all labor, equipment, tools, supplies, repair parts, etc., to perform a timely and effective calibration/ preventive maintenance (PM), and repair service calls for when required, for scales located at DLA Disposition Services Ft. Meade.

3) EQUIPMENT:

a) TRUCK SCALE AND CONNECTED EQUIPMENT

i. Truck Scale: (1) Mettler Toledo 7560 Digital Truckmate.

ii. Indicator: (1) Mettler Toledo, IMD310, SN 0049479-6DK

iii. Printer: (1) OKI Microline 186, SN AK46030676C0, Model number MD-D223004

iv. Scoreboards: (2) ADI 310.

b. PALLET SCALES

i. (1) Fairbanks, HR2300-1, SN H578821BL

ii. (1) Triner, Model TS-700MS, SN AE111204092

c. BENCH SCALE

i. (1) O’Haus, Ranger Counting, SN 2698232-7HF

4) SCOPE:

a) The work consists of furnishing all labor, equipment, insurance, travel, tools, supplies, repair parts, etc. to perform timely and effective preventive maintenance and calibration annually for all equipment listed in paragraph 3, and/ or remedial service calls and repair service, including technical inspections and load tests as needed for the same. Electric power will be made available to the contractor for preventive and remedial repair services. The contractor shall comply with all applicable Federal, State and installation Fire, Safety, Security and Environmental Protection Regulations. In addition the Contractor will maintain proof of insurance to stated minimums listed in paragraph 20 during the entire period of contract performance.

b) All repairs, preventative maintenance services, and remedial services will be in accordance with the Original Equipment Manufacturer (OEM) manual. The contractor shall make available to the Contracting Officer (KO) or Contracting Officer’s Representative (COR) the status of any or all repair work in progress upon request. The contractor shall be paid for the actual services provided; however, all repairs shall require estimates to be provided to the COR for determination of whether the repair is minor, major, or uneconomical and to ensure funding is available. The contractor will be required to comply with all applicable environmental protection regulations (see paragraph 30).

5) USE OF BIOBASED PRODUCTS

a) The Contractor must comply with Section 9002 of the Farm Security and Rural Investment Act of 2002 (FSRIA), Executive Order (EO) 13423, “Strengthening Federal Environmental, Energy, and Transportation Management”, Executive Order (EO) 13514, “Federal Leadership in Environmental, Energy, and Economic Performance“, and the Federal Acquisition Regulation to utilize biobased products in the execution of this contract.

b) Contractor shall utilize biobased products in the performance of this contract for the following categories of products designated by the Department of Agriculture’s BioPreferred program (www.biopreferred.gov):

Corrosion preventatives Hydraulic fluids Lubricants (gear lubricants, greases, multipurpose lubricants, penetrating lubricants, chain/cable lubricant, and slide way lubricants) Grease remover Metal cleaners & corrosion remover Parts wash solutions Sorbents

c) The Contractor shall utilize products and materials in the above identified categories made from biobased materials that meet the Original Equipment Manufacturer (OEM) specifications and are composed of the highest percent of biobased content practicable, or at least meet, but may exceed, the minimum biobased content of a USDA designated product (www.biopreferred.gov). All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards.

For products and materials required for this contract that are not covered by a USDA designated product category identified above, the contractor is encouraged to utilize biobased products that meet OEMs specifications if commercially available.

d) If a biobased product is not commercially available to meet a requirement of this contract including OEMs specifications, the contractor will document their effort to identify a suitable biobased product and request relief from the Contracting Officer.

e) All supplies and materials to be used in the performance of work described herein are subject to the approval of the Contracting Officer Representative (COR) and Contracting Officer.

f) The Contractor shall submit with the initial proposal a complete list of biobased products, indicating product name, manufacturer, biobased content and the intended use of each of the materials that are to be used in carrying out the requirements of the contract. Additionally the contractor shall compile and submit to the contracting officer a complete list of biobased products, including the information above, purchased to carry out the contract requirements by 30 OCT each year the contract is in effect. The Contractor shall list volume used for each individual product. This information will be used to meet Federal Reporting requirements.

g) The Contractor shall comply with the following FAR provisions:

i. Affirmative Procurement of Biobased Products Under Service and Construction Contracts FAR 52.223-2

Biobased Product Certification FAR 52.223-1

6) SCHEDULE: As ordered, the Contractor shall perform Maintenance Services annually for equipment identified in paragraph 3.

Preventive Maintenance shall be performed within 3 weeks of call order issuance. The Contractor shall contact the COR to coordinate the exact date of Maintenance Services at least four (4) days prior to the planned maintenance visit. The Contractor shall coordinate installation access for all their employees. The Contractor shall be familiar with, and comply with all Installation Commander Policies regarding security considerations for all their employees. If the maintenance schedule conflicts with mission requirements, the maintenance activity may be adjusted at the discretion of the COR.

7) IDENTIFICATION OF EMPLOYEES: The contractor shall be responsible for furnishing to each of their employees’ identification as may be required by the military installation where the DLA Disposition Services Ft. Meade is located. Contractor will require each of their employees engaged on the work site to display such identification as directed by the appropriate installation. All prescribed identification shall be delivered to the Contracting Officer’s Representative for cancellation upon the release of any employee. Badges are issued for a period of one year and shall be returned to the issuing pass office prior to renewal. Failure to return badges may constitute a delay in payment. The Contractor shall provide employee(s) name prior to any PM or remedial service visit.

8) CONFLICT OF INTEREST: Under this requirement, the Contractor shall not employ any person who is a civilian employee of the United

States Government, if the employment of that person would create or appear to create a conflict of interest. In addition, the contractor shall not employ off-duty COR, or any person who is an employee of Defense Logistics Agency if such employment would be contrary to the policies contained in Standards of Conduct. The contractor shall not employ any relatives of Government personnel who have either direct or indirect association with the awarding or administration of this contract.

9) CONTRACTOR COMMUNICATIONS WITH DLA EMPLOYEES: English is the specified standard for all communications in regards to this contract (written and oral). All contractor employees who are engaged in the servicing and maintenance of the specified equipment in para. 3 must be able to understand oral guidance and read printed regulations with respect to detailed written orders, directives, training instructions and material, and traffic or other signs posted on DLA Disposition Services Ft. Meade.

10) CONDUCT OF CONTRACTOR EMPLOYEES: The contractor’s employees that are in the performance of this contract or any representative of the contractor entering DLA Disposition Services Ft. Meade compound/ facilities, shall obey all regulations of the installation and will be subject to surveillance to ensure that no violations occur. The contractor shall be responsible for maintaining satisfactory standards of employee competency and conduct and taking such disciplinary actions with respect to contractor employees as may be necessary. The contractor shall ensure that all personnel employed in the performance of this contract shall be United States citizens; or non-United States citizens who legally reside in the United States. No contractor employee will be permitted on DLA Disposition Services Ft. Meade, compound when investigation reveals employee’s presence would be detrimental to the security of the installation or to the accomplishment of the work prescribed. The Government reserves the right to refuse to permit any contractor employee to perform services under this contract who is not in compliance with requirements of this contract (for example, employees not meeting stated minimum qualifications). In such cases, the KO/COR will advise the contractor of the reason for requesting an employee’s removal or withdrawal of authorization to enter DLA Disposition Services Ft. Meade facility. The contractor’s employees shall be on DLA Disposition Services Ft. Meade premises only for contractual duties and not for other non-contractual purposes.

Contractor’s employees are subject to Government standards of conduct stated below. Clothing, personal grooming, and personal cleanliness standards apply to Contractor’s employee’s while they are working on Gov’t property.

a) PROHIBITED ACTIVITIES : Contractor’s employees shall be prohibited from:

1. Sleeping on Federal Property.

2. Using Government telephones and utilizing Government facilities for recreational activities.

3. Distributing company marketing items (i.e- hats, desk accessories, office supplies, pens, etc.) to Gov’t Employees at any time.

4. Disorderly conduct, such as use of abusive or offensive language, sexual harassment, quarreling, intimidation by works or actions, or fighting will not be condoned.

5. Falsification, unlawful concealment, removal, mutilation, or destruction of any official documents or records, or concealment of material facts by willful omission from official documents or records.

6. Being under the influence of Intoxicants (alcohol or narcotics).

7. Participate in disruptive activities which interfere with normal and efficient Government operations.

b) CRIMINAL ACTIONS: Contractor employees shall be subject to prosecution for criminal actions. These shall include, but are not limited to, the following:

1. Theft, vandalism, immoral conduct, or unauthorized use of Government property.

2. Unethical or improper use of official authority or credentials.

3. Possession of weapons on Ft. Meade premises. (This includes weapons carried under a state issued concealed weapons permit).

4. Violations of State laws, such as traffic offenses, which have been assimilated and are enforced through the U.S.

Magistrate Court System.

11) DRIVER QUALIFICATIONS: Contractor employees shall be required to have a valid State driver’s license for operating a motor vehicle on DLA Disposition Services Ft. Meade facilities.

12) ACCEPTANCE/CORRECTION OF WORK: All work performed under this contract shall be subject to the acceptance of the KO’s representative or designated inspector. If performance is found to be unsatisfactory and not in accordance with the requirements of this contract, the contractor shall begin correcting unsatisfactory work as soon as possible but not later than the first three (3) hours of the following regularly scheduled Government workday. Correction of work shall be performed at the expense of the contractor in accordance with Federal Acquisition Regulation (FAR) 52.212-4(a).

13) SCHEDULED PREVENTIVE MAINTENANCE (PM) SERVICES – CLINs X001-X003: Preventive Maintenance is the routine checking of hardware that is performed by a field engineer/mechanic/ technician/electrician on a specific scheduled basis. PM costs shall not be charged or reimbursed separately under CLINs X004 or X006. Travel costs will be billed to CLIN X005. PM services include but are not limited to visual and operational inspections, cleaning, calibration, and any other adjustments and replacements that are necessary to provide operational scales. All PM services, to include those items that have been received under warranty, shall be performed in accordance with the OEM specifications and appropriate manufacturers’ manuals.

Deficiencies or required repairs discovered during preventive maintenance procedures, but not a part of such preventive maintenance procedures, shall be repaired as discovered. Such repairs shall be considered unscheduled services, and billed as such, as defined in the following section. In addition, Scheduled Preventive Maintenance procedures shall not be used to make repairs at any time due to damage by fire, water, burglary, accident, abuse and acts of God. Such repairs shall also be considered Unscheduled Service.

14) REMEDIAL/ON-CALL/EMERGENCY REPAIR – CLINs X004 – X006: The following services are considered unscheduled services and will be issued by call order:

(1) All corrective maintenance requested by DLA

All corrective maintenance Labor shall be billed under CLINs 0004 (Base Period); 1004 (1st Option Period); and 2004, (2nd Option Period). Hours while traveling to and from the work site shall not be billable under the CLINs cited. The cost of repair parts is covered under CLIN X005. CLIN X006 can be ordered/ invoiced a maximum of once per service call day, and includes all round trip travel costs such as mileage and labor hours during travel time. The contractor shall coordinate with the Manufacturer’s representative on repairs of equipment and components under warranty at no additional charge to the government. All repairs shall be done in accordance with the Original Equipment Manufacturer (OEM) standards. The contractor shall complete repairs within 2 business days unless additional time is approved by the COR.

15) ENVIRONMENTAL PROTECTION: The contractor shall comply with all applicable federal, state and local laws and regulations concerning environmental protection, pollution abatement and controls. If a contractor caused spill occurs at DLA Disposition Services Ft. Meade in the performance of this contract, the contractor shall bear all costs of clean up as required by Environmental Laws and Regulations in force at the time of the spill.

16) PERSONAL PROTECTIVE EQUIPMENT (PPE)- The contractor will be responsible for ensuring employees are provided with appropriate PPE as required by the work site. The COR shall provide this information upon request.

17) CLEAN UP OF PREMISES: Upon completion of services, the contractor shall be required to clean-up the workspace and remove and dispose of any parts and debris, from the military installation and DLA Disposition Services Ft. Meade occupied land/facilities.

This shall be required after each workday of on-site performance.

18) LOCK OUT/ TAG OUT: The contractor will be responsible for LOCK OUT/ TAG OUT of all hydraulic/ electrical systems PRIOR to initiating work. The contractor will be responsible for clearing all tags/ locks prior to returning equipment back to operational control of DLA and Gov’t employees.

19) HOT WORK PERMITS: All “hot” work (i.e- involving acetylene torches and grinding) shall be by permit with DLA Ft. Meade. The contractor shall coordinate with the Gov’t to ensure the work area is clear of all flammable materials, and the contractor will provide the necessary fire extinguishers. All openings shall be covered, and the work site is monitored for up to 2 hours following completion of work. The contractor shall provide personnel to assume fire watch responsibility during/ after the maintenance work.

20) REQUIRED CONTRACTOR INSURANCE: The contractor will be responsible for providing proof of insurance (CERTIFICATE OF

LIABLILITY INSURANCE) for the minimum coverages cited in FAR 52.228-10 listed in clauses/ provisions for the duration that this contract remains in effect.

21) GOVERNMENT FURNISHED FACILITIES: Workspace will be provided to permit the contractor to do on-site PM services and necessary repairs within the DLA Disposition Services Ft. Meade complex. Existing utilities will be furnished without charge to the contractor during normal Government working days, Monday through Friday, except Federal holidays, between the hours 0700 to 1430 or other scheduled times that have prior approval of the COR.

22) PARTS AND MATERIALS: The contractor shall furnish replacement parts. Parts and Materials used by the Contractor in performance of this contract shall be new and conform to the original equipment manufacturers or re-manufacturer’s specifications unless approved by the COR. Rebuilt assemblies shall only be used with prior approval of the COR when it is a standard industry practice and the rebuilt assembly or subassembly carries the same manufacturer’s or re-manufacturer’s warranty as a new assembly or subassembly. Any part removed shall be Government property and shall be returned upon request of the COR unless the replacement part is predicated upon an exchange basis with the part being replaced. Contractor shall provide all repair parts and supplies necessary for preventive maintenance for systems specified in paragraph 3.

All Original Equipment Manufacturer (OEM) recommended replacement parts and materials may be examined when requested by the KO or COR prior to installation. The KO or COR will approve all parts and materials that are substituted for OEM replacement parts by the contractor prior to installation. No rebuilt parts shall be used without prior approval of the COR.

The Government will reimburse all other parts and material furnished or used while performing Unscheduled Service Calls, unless the part or repair is due to the Contractor’s negligence. Cost for replacement parts will be reimbursed to the contractor at cost not to exceed contractor’s cost plus mark-up % cited in bid summary.

23) CONTRACT TERMS AND CONDITIONS-COMMERCIAL ITEMS: FAR 52.212-4, Alternate I. Replacement parts shall be itemized by the manufacturer’s part number/ description and billed as separate items on the Contractor’s invoice. Parts or components damaged by the contractor shall be repaired or replaced at the expense of the contractor to the satisfaction of the

COR.

A copy of the invoice for the parts/supplies shall be submitted to the KO or COR for payment verification. Invoices for repair services where parts’ pricing is separate from labor hours shall be documented by a list citing the Original Equipment Manufacturer (OEM) part number or authorized substituted item to include nomenclature, quantity used, and price.

All worn out or deteriorated parts recommended for replacement may, upon request, be physically examined by the KO or COR prior to actual replacement. All worn out or deteriorated parts shall be returned to the KO or COR, unless the replacement part is predicated upon an exchange basis with the part being replaced, or unless an acceptable monetary credit is provided to the Government by the Contractor.

All freight costs associated with the shipment of parts for unscheduled service calls will be reimbursed by the Government.

Freight costs shall be included with the cost of the parts or as separate items. In either case, the costs will be paid under the line items for Repair Parts. If other than normal expediency and mode of transportation, the Contractor shall obtain the signature of the COR on the service/work order ticket approving such shipment. The Contractor shall have the part shipped by the most cost effective method.

24) PERMITS: The contractor shall, without additional expense to the Government, be responsible for obtaining any necessary licenses and/or permits, and for complying with any applicable Federal, State and local laws, codes and regulations in connection with the performance of this contract. This includes acquiring any required permits or registration necessary to operate on the installation listed in this contract.

25) TIME OF PERFORMANCE: The service and repairs to be performed under this contract shall be performed during normal Government working days, Monday through Friday, except for Federal Holidays, between the hours of 0730 - 1500. Work that cannot be completed by 1430 shall be discontinued and resumed the next day, unless approved by the COR or KO. If services are scheduled by the contractor to be performed on a regular Federal holiday (see below), or one designated by Presidential proclamation, rescheduling will be at the discretion of the COR or Government Representative.

New Years Day 1 January* Martin Luther King's Birthday 3rd Monday in January Presidents Day 3rd Monday in February Memorial Day Last Monday in May Independence Day 4 July* Labor Day 1st Monday in September Columbus Day 2nd Monday in October Veterans Day 11 November* Thanksgiving Day 4th Thursday in November Christmas Day 25 December*

* The holiday is observed on the preceding Friday or the following Monday when the holiday occurs on Saturday or Sunday, respectively.

26) NEW EQUIPMENT: DLA may replace any of the scales referenced in paragraph 3.a.1 and/ or 3.b. New scale replacement costs are outside the scope of this contract, however the associated preventative/ repair maintenance (outside of the manufacturer’s warranties, reference para. 27) would be considered in scope of this agreement. The contractor may be entitled to consideration if they can demonstrate that the labor/ part requirement for preventive maintenance exceeds the contract price for the corresponding CLIN.

27) NEW EQUIPMENT WARRANTY PROCEDURES: New equipment received by the Government under manufacturer’s warranty shall not be repaired without prior approval of the KO or COR. The KO or COR may request the contractor to inspect the equipment to determine if the provisions of the manufacturer’s warranty are applicable. The contractor shall coordinate with the Manufacturer on behalf of the Government for repairs that are covered under the manufacturer’s warranty. Repairs shall only be accomplished, at no cost to the Government, if approved by the manufacturer and KO or COR. Payment for the contractor inspection will be determined in accordance with the schedule or prices.

28) CONTRACTOR CALLBACK: Monitoring of scheduled preventive maintenance and unscheduled service calls and repair parts will be accomplished by the COR or his/her designated representative on a 100% inspection basis immediately after completion.

When the COR or his/her designated representative determines the equipment does not operate properly, the Contractor will be notified. This shall be considered a callback and the service and trip charges shall be at the Contractor’s expense, unless it is determined that the call back is due to a problem other than the initial service call. Response time for call back service shall be a maximum of one (1) business day from the time the Contracting Officer’s Representative or his designated representative contacts the Contractor of the problem.

29) SPILL RESPONSIBILITY: The contractor is solely responsible for any and all spills or leaks during the performance of this contract, which occurs as a result of, or is contributed to by the actions of its agents, employees, or subcontractors. The contractor shall clean up such spills or leaks to the satisfaction of the Government in a manner that complies with applicable Federal, state, and local laws and regulations. The clean up shall be at no cost to the Government. The contractor shall report all such spills or leaks, regardless of their quantity, to the COR and KO immediately upon discovery. A written follow-up report shall be submitted to the COR and KO not later than twenty-four (24) hours after the initial telephonic report. The written report shall be in narrative form, and as a minimum shall include the following:

a. Description of item spilled (including identity, quantity, etc.).

b. Whether amount spilled is EPA/state reportable, and if so, whether it was reported. Exact time and location of spill including a description of the area involved.

c. Containment procedures initiated.

d. Summary of any communications contractor has with press or Government officials other than the KO.

e. Description of clean-up procedures employed or to be employed at the site including disposal location of spill residue.

f. Description of item spilled (including identity, quantity, etc.).

30) SERVICE REQUEST: The Contractor shall furnish to the COR (for authorization of work performed and time expended) upon completion of each service call or service request. The service request shall include, as a minimum:

a) Date/time of service request

b) Name of Government personnel requesting service Identify if a PM or Remedial Service Request

c) Date/time of response (sign-in)

d) Date/time of service completed

e) Equipment, model number, serial number of the malfunctioning equipment

f) Description of equipment malfunction repair effected

g) Replacement part nomenclature, model number and serial number.

h) The cost of each part replaced.

i) The number of hour(s) incurred when remedial maintenance services are provided.

j) Name of the technical representative performing the PM or remedial services.

31) DLA DISPOSITION SERVICES ENVIRONMENTAL MANAGEMENT SYSTEM (EMS): DLA Disposition Services implemented

EMS in accordance with ISO 14001:2004(E), DOD and DLA requirements at all DLA Disposition Services appropriate facilities.

An EMS is an overall management system that includes organizational structure, planning activities, responsibilities, practices, procedures, processes and resources for developing, implementing, achieving, reviewing and maintaining the environmental policy of an organization. The DLA Disposition Services EMS is designed to ensure that all personnel, including contract personnel, whose work activities can cause real or potential significant environmental impact, are aware of how their work supports the EMS and are competent to perform their roles, responsibilities and authorities while supporting the DLA Disposition Services mission. The DLA Disposition Services EMS program is explained in DRMS-I 6050.2, Environmental Management System (EMS) Core Instruction. Site supplements detail information required by EMS at a local level such as local, state and host environmental regulations as well as local emergency procedures and operating procedures unique to the location. Site supplements also contain information concerning the local interaction between the DLA Disposition Services tenant appropriate facility and the DOD/DLA host facility EMS program. Contractors and their personnel are required to be aware that each DLA Disposition Services appropriate facility has an EMS and to be aware of EMS policies to perform work and/or gain access to an installation. Each DLA Disposition Services appropriate facility maintains EMS awareness posters that identify the DLA Disposition Services Environmental Management Representative (EMR) and Host facility EMR for specific guidance concerning an individual facilities’ EMS program. Contractors may request current copies of EMS information identified in this paragraph by sending an e-mail request to DRMSEMR@dla.mil.

32) CONSERVATION OF UTILITES: The contractor shall be directly responsible for instructing employees in utilities conservation practices. The contractor shall be responsible for operating under conditions which preclude the waste of utilities, which shall include, but shall not necessarily by limited to:

a) Lights shall be used only in areas where and at the time when work is actually being performed. Upon completion of service, lights shall be turned OFF.

b) Mechanical equipment controls for heating, ventilation and air conditioning systems shall not be adjusted by contractor workers.

c) Water faucets or valves shall be turned OFF after required usage has been accomplished.

d) Government telephones shall not be used for personal reasons, nor for any toll or long distance calls.

33) APPOINTMENT OF CONTRACTING OFFICER REPRESENTATIVE (COR): A copy of the appointment letter will be furnished to the contractor. The COR will participate in the administration of this contract to ensure the contractor’s compliance with its technical requirements, including inspection and acceptance of the service for the government at the performance sites.

34) PERIOD OF PERFORMANCE: The base period of performance shall be one calendar year starting from the date of award.

There are two twelve month option periods.

35) ACCEPTABLE PERFORMANCE LEVELS (APLs): Acceptable Performance Levels (APLs) are the minimum performance levels of specific requirements which the contractor achieve or risk having the Government consider performance unsatisfactory, which may result in monetary or other consideration from the contractor. While the Specification of an acceptable performance level does not allow the contractor to knowingly provide defective service it recognizes that it may occur unintentionally. As long as performance does not fall below the specified acceptable level, the Government will not deduct for poor performance. If performance falls below the specified performance level, consideration may be taken at the Government’s discretion.

Consideration decisions will take into account the impact on the Government as a result of the failure to meet the performance requirement and the number of times the failure has occurred throughout the contract period.

The Government will use a Quality Assurance Surveillance Plan (QASP) to monitor compliance with the contract terms and conditions and identify nonconforming services. The QASP sets forth the method and manner by which the Government intends to conduct surveillance of work under the contract and is subject to unilateral change by the Government without modification to the contract. All work required by the contract is subject to surveillance whether or not specifically included in the plan.

Performance incentives for the contractor will include, but are not necessarily limited to, favorable impact on option exercise decisions, future awards of the same requirement, and future awards of similar requirements by DLA Disposition Services as well as other Government and non-Government entities that may review performance of this contract.

DELIVERABLE STANDARDS TIME FRAME REFERENCE ACCEPTABLE

PERFORMANCE

LEVEL (APL)

REDUCTION

FOR FAILED

APL

Safe, Timely and Complete Preventative Maintenance

Preventive Maintenance of all items under CLINs X001-X003 completed in a safe manner within NTE cost (labor, parts, and travel).

Within 3 Weeks of Call Order

Paragraph 6

No more than 3 instances of:

-Contractor not showing up at work site within 2 hours of scheduled arrival time.

- Scale Equipment is not operational, or improperly calibrated following scheduled maintenance.

- Work Invoiced higher than NTE pricing.

-No violations of safe practices (Lock-Out Tag out, Hot Work, etc.)

5-100% consideration of the value of the cost

Repair of Equipment

Scales operational in timely

Within 2 work days of COR approval of

Paragraph

-No violations of safe

5-100% manner following unscheduled maintenance repair.

cost estimate and repair practices (Lock-Out Tag out, Hot Work, etc.)

-Repair part / Labor invoices are reviewed with COR prior to submission for payment.

consideration of the value of the cost

36) CALL ORDERS: The KO may issue funded task orders for extended periods of time under which the Government may place orders orally or in writing. The Order Limitations clause FAR 52.216-19 applies to each call order. Only the KO and COR may authorize work under these orders. At the beginning of the contract, and as needed, the contractor shall designate to whom the call orders will be issued. The contractor may bill against the funded task order as work is performed throughout the contract period. Under these types of task orders, the contractor shall perform work when specifically requested by the KO or COR.

When oral call orders are placed against the funded task order, an estimated dollar value will be established between the parties making the call order. The contractor shall not exceed the call order cost without prior notification to and approval of the COR or KO. In no case, shall the total cost exceed the funded task order without prior written notification to, and approval of, the KO.

After performance of the call order, the contractor shall submit an invoice against the task order. The amount of funds available under the funded task order will decrease by the amount spent on the call order.

37) NOTIFICATION: Within ten (10) days of contract award, the contractor shall provide the COR or his designated representative with a designated point of contact and shall make arrangements to enable its maintenance representative(s) to receive service calls. The contractor’s representative shall check in with the COR prior to performing any service and after completing all services under this contract.

38) PERSONNEL SECURITY: The contractor shall be responsible for obtaining installation access, if required, for vehicles and personnel needed at the work site. Contractor personnel shall observe all personnel security directives in place at the location installation and DLA Disposition Services Ft. Meade, such as entrance/exit doors, sign-in/sign-out procedures, etc.

39) FILES: The Contractor shall maintain complete and accurate files of documentation and records under the terms of this contract. Files shall be provided within one working day to the KO upon request.

40) CONTRACTOR MANPOWER REPORTING: The contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Defense Logistics Agency via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.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 2014. The contactor may direct questions to the help desk at: http://www.ecmra.mil.

41) DEPARTMENT OF LABOR WAGE DETERMINATION: The following Wage Determination is applicable to this contract:

Wage Determination Number 2005-2247, Rev 12, dated 06/13/2011 http://www.wdol.gov/wdol/scafiles/std/05-2247.txt http://www.ecmra.mil/ http://www.wdol.gov/wdol/scafiles/std/05-2247.txt