25Q1029_Pearl Harbor Scale Calibration_PWS.pdf

1 | P a g e

PERFORMANCE WORK STATEMENT (PWS)

FOR

DEFENSE LOGISTICS AGENCY (DLA)

DISPOSITION SERVICES (DS)

PEARL HARBOR

SCALE CALIBRATION REPAIR AND MAINTENANCE

2 | P a g e

TABLE OF CONTENTS

1. INTRODUCTION

2. PREVENTIVE MAINTENANCE (PM)

3. CORRECTIVE MAINTENANCE (CM)

4. PLACE OF PERFORMANCE

5. FEDERAL HOLIDAYS

6. BASE ACCESS AND SECURITY

7. UNITED STATES GOVERNMENT (USG) FURNISHED PROPERTY, MATERIALS,

EQUIPMENT, AND SERVICES (GFP/M/E/S)

8. CONTRACTOR FURNISHED PROPERTY, MATERIALS, EQUIPMENT, AND

SERVICES (CFP/M/E/S)

9. QUALITY ASSURANCE (QA)

10. ACCEPTABLE PERFORMANCE LEVEL’s (APL’s)

11. SPILL RESPONSIBILITY

12. INVOICING INFORMATION

13. CONTRACT MINIMUM/MAXIMUM

3 | P a g e

1. INTRODUCTION:

a. Defense Logistics Agency Disposition Services (DLA DS) is a Major Subordinate Command (MSC) of the Defense Logistics Agency (DLA) with the responsibility of disposing and reutilizing the United States Government’s (USG) 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, or ultimate disposal through abandonment or destruction. The headquarters for DLA DS is in Battle Creek, Michigan.

b. DLA DS Pearl Harbor requires the use of various industrial scales during daily operations in support of the military services to ensure accurate weights are obtained for specified material and scrap. Annual Preventive Maintenance (PM) and Corrective Maintenance (CM) services for industrial scales at DLA DS Pearl Harbor is critical to ensure each scale accurately weights items and scrap. Without timely, PM and CM services, DLA DS will be impacted to a point where we are unable to support our customers. DLA DS Pearl Harbor is located at building 1526, Joint Base Pearl Harbor Hickam (JBPHH), Hawaii 96860.

c. This is a Firm Fixed Price (FFP) Indefinite Delivery Indefinite Quantity (IDIQ) time and materials contract which consists of a period of performance of one (1) 12-month base period and two (2) 12-month options. The total contract length shall not exceed three (3) years.

d. The equipment associated with this PWS is listed in “Attachment 1” and is subject to change throughout the contract based on life cycle management of the equipment.

Should the equipment change, Attachment 1 will be updated by the Contracting Officer (KO) and provided to the Contractor.

e. The Contractor shall provide all personnel, equipment, tools, electronic functional test equipment, materials, supervision, and quality control necessary to perform, calibration, CM, and other services as defined in this PWS.

f. Upon coordination of PM or CM services, the Contractor shall be required to report to the DLA DS location main office to sign in prior to conducting any services under this contract.

g. Any reference to Contractor throughout this PWS refers to the Contractor or

Subcontractor should one be utilized. The Contractor is solely responsible for all associated work to be completed In Accordance With (IAW) the PWS.

4 | P a g e

2. PREVENTIVE MAINTENANCE (PM):

The Contractor shall:

a. Perform an annual PM to inspect and clean each scale IAW the Original Equipment Manufacturer (OEM) specifications.

b. Ensure all PMs include a calibration service and are completed IAW the OEM manual, Department of Transportation (DOT), National Institute of Standards and Technology (NIST) Handbook 44 and best industry practices. When pricing PM’s on the price schedule, the Contractor shall include the costs of transportation to and from the DLA DS location.

c. Perform PM on USG premises to minimize downtime.

d. Complete each PM within ten (10) business days of notification by the Contracting Officers Representative (COR) unless otherwise rescheduled and coordinated between the COR and the Contractor.

e. Notify the COR two (2) business days prior to arrival with the date and time intended to arrive to perform PM services.

f. Utilize NIST traceable weights for all calibration services.

g. Affix a sticker or equivalent item to each piece of equipment upon completion of PM.

The sticker shall display the date of PM, the date the next PM is due, the Contractor Technician who performed the calibration and the serial number of the equipment calibrated.

h. Remove all replaced parts and refuse generated while performing calibration services, from DLA DS property and dispose of the items and materials IAW Federal, State, and Local laws at the Contractor’s or other facilities as authorized by law and approved by the KO, if applicable.

i. Provide the COR a NIST traceable calibration certificate of each piece of equipment calibrated within two (2) business days of completing the calibration service.

j. Deficiencies or required repair parts discovered during the PM, but not part of the PM shall be considered CM and require a written estimate prior to repair IAW section 3.

below.

5 | P a g e

3. CORRECTIVE MAINTENANCE (CM):

The Contractor shall:

a. Assess, inspect, test, and troubleshoot all CM service requests within five (5) business days of notification from the COR to determine the root cause of the deficiency.

b. Provide an estimate for the repair, in writing, on Contractor letterhead to the COR within five (5) business days of the assessment IAW paragraph 3. a. The written estimate must contain the following, at a minimum:

i. Description of the deficiency.

ii. Parts necessary to correct the deficiency including the manufacturer and part number.

iii. Indicate on the estimate whether the replacement part comes with a manufacturer warranty and the length of manufacturer warranty.

iv. Cost of parts.

v. Quantity of parts necessary.

vi. Quantity of labor hours to repair the deficiency.

vii. Cost of Shipping for parts, if applicable.

viii. Cost of labor per hour.

ix. Total estimated cost of repair.

x. Estimated lead time for parts.

xi. Expected date repairs will be complete.

c. All OEM recommended replacement parts and materials may be examined when requested by the KO or COR prior to installation. No rebuilt parts shall be used.

d. All price estimates are subject to approval by the KO pending determination of available funding and if the repair is economical.

e. The USG will compensate for all parts and materials furnished and provided for on the written estimate in coordination of CM services unless the part or repair is due to the Contractor’s negligence. Parts or components damaged by the Contractor shall be repaired or replaced at the expense of the Contractor to the satisfaction of the COR.

Contractor shall not mark up prices on parts or materials received from their suppliers. Upon request by the COR or KO, the Contractor shall provide their Supplier’s invoices for parts and materials being furnished to DLA DS via the Contractors invoice in order for the COR or KO to ensure parts and materials are not being marked up.

f. All price estimates shall be valid for a period of 30 business days to ensure adequate time for determination and approval by the COR. Should the 30 business days be exceeded, the Contractor shall be required to submit a new estimate. In the event required replacement parts are expected to have long delays when ordering, the

6 | P a g e

Contractor shall coordinate with the COR to obtain parts via other local sources to prevent and minimize delays.

g. Upon approval of the CM service estimates, the Contractor shall have five (5) business days to complete the necessary repairs to return the equipment to full operational status. The five (5) business days will begin upon receipt of all parts necessary to complete the CM. In the event the required repair will take longer than the five (5) business days, the Contractor shall notify the COR and KO in writing for approval. The notification shall include the justification for the additional time and an estimated date of completion.

h. Notify the COR prior to arrival with the date and time intended to arrive to perform

CM services.

i. Provide a weekly status of pending repair actions and parts ordered with estimated delivery and completion date of the repairs to the COR.

j. Perform CM services on USG premises to the maximum extent possible.

k. Provide a call back service for CM services which do not correct the deficiency within three (3) business days of notification from the COR at no additional cost to the USG.

l. Remove all replaced parts and refuse from DLA DS property and dispose of the items and materials IAW Federal, State, and Local laws at the Contractor’s or other facilities as authorized by law and approved by the KO.

m. Provide appropriate conveyance and equipment to load, un-load, and transport scales to their maintenance facility in the event that services cannot be provided on USG premises.

n. Prior to removal of any equipment from USG premises, the Contractor shall sign a

DD Form 1149, transferring liability of the equipment to the Contractor for the duration of the maintenance. Upon return of the equipment to USG premises, the DLA Form 1311 will be signed by the COR accepting the equipment repair.

4. PLACE OF PERFORMANCE:

The Contractor shall provide services on DLA DS Pearl Harbor to the maximum extent possible during normal business hours, except on recognized US holidays or when the USG facility/installation is closed due to local or national emergencies or holidays, administrative closings, or similar USG-directed facility/installation closings. The Contractor shall maintain an adequate work force for the performance of all tasks defined within this PWS when the USG facility/installation is not closed for the above reasons.

When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the work force are essential. Adequate personnel is defined as a sufficient number of

7 | P a g e qualified personnel to successfully perform the duties required to be successful in accordance with the terms and conditions in the PWS, i.e., such as, but not limited to, meet the Acceptable Performance Levels (APL’s).

5. FEDERAL HOLIDAYS:

The Contractor is not required to provide services on the 11 federal holidays observed by the DLA unless approved by the KO or COR. When one of the holidays falls on a Sunday, the following Monday will be observed as a legal holiday. When the legal holiday falls on a Saturday, the preceding Friday is observed as the holiday. The following holidays are observed:

New Year’s Day January 1st Martin Luther King’s Birthday Third Monday in January President’s Day Third Monday in February Memorial Day Last Monday in May Juneteenth June 19th Independence Day July 4th Labor Day First Monday in September Columbus Day Second Monday in October Veteran’s Day November 11th Thanksgiving Day Fourth Thursday in November Christmas Day December 25th

6. BASE ACCESS AND SECURITY:

a. The Contractor shall coordinate base installation access for all their employees. The Contractor shall be familiar with and comply with all Base Command policies regarding security considerations for all Contractor employees.

b. Unscheduled gate closures by the installation security personnel may occur at any time causing all personnel entering or exiting a closed installation to experience a delay; this cannot be predicted or prevented. Contractors are not compensated for unexpected closures or delays. Vehicles operated by Contractor personnel are subject to search pursuant to applicable regulations. Any violation of applicable motor vehicle regulation may result in the termination of the Contractor employee’s installation driving privileges.

c. Contractor employees shall become familiar with and obey the regulations of the installation, including fire, traffic, safety, and security regulations while on the installation. Contractor employees should only enter restricted areas when required to do so and only upon prior approval. All Contractor employees shall always carry proper identification with them and shall be subject to such checks as may be deemed necessary. The Contractor shall ensure compliance with all regulations and orders of the installation which may affect performance. The USG reserves the right to direct

8 | P a g e the removal of an employee for misconduct, security reasons, or any overt evidence of communicable disease. Removal of Contractor employees for reasons stated above does not relieve the Contractor from responsibility for total performance of this contract.

d. The Contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the COR. The Contractor and all associated employees shall provide all information required for background checks to meet installation access requirements to be accomplished by installation security personnel. The Contractor shall ensure compliance with all personal identity verification requirements as directed by DoD and/or local policy.

Should the Force Protection Condition (FPCON) change, the USG may require changes in Contractor security matters or processes.

7. USG FURNISHED PROPERTY, MATERIALS, EQUIPMENT AND SERVICES

(GFP/M/E/S):

The USG will provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

a. Property: The USG will furnish the necessary workspace for the Contractor to perform services as outlined in this PWS.

b. Materials: The USG will not provide any materials.

c. Equipment: The USG will not provide any equipment.

d. Services: All utilities in the facility will be available for the Contactors use in the performance of this contract. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

8. CONTRACTOR FURNISHED PROPERTY, MATERIALS, EQUIPMENT, AND

SERVICES (CFP/M/E/S):

The Contractor shall provide the property, material, equipment, and/or services listed below solely for the purpose of performance under this contract:

a. Provide all personal protective equipment for employees IAW the Occupational

Safety and Health Administration guidance.

b. Provide all materials to clean up spills caused by their employees during the performance of PM or CM services.

c. Ensure their employees are trained and certified to perform maintenance on scales.

9 | P a g e

d. Provide the KO and COR a POC and phone number to coordinate and schedule CM and emergency repair services.

e. Provide services as listed throughout this PWS IAW OEM specifications, DOT and

NIST Handbook 44 standards as applicable.

9. QUALITY ASSURANCE (QA):

The USG will evaluate the Contractor’s performance under this contract IAW the APL’s listed below. They are primarily focused on what the USG will do to ensure that the Contractor has performed IAW the performance standards as defined. They define how the performance standards will be applied, the method of surveillance, and the acceptable quality levels(s) or defect rate(s).

10. ACCEPTABLE PERFORMANCE LEVELS (APLs):

Deliverable Standard Time Frame

Section Acceptable Performance

Level

Method of Surveillance

Sign in on visitor log

Sign visitor log upon arrival for any service

Prior to commencing services on a scheduled day

PWS 1. f. No more than two (2) failures during each period of performance.

COR/

Customer

Timely and Complete PM/Calibratio n

PM/Calibration of all scales under the appropriate CLINs

Within 15 business days of notification

PWS 2. d. No more than two (2) items maintained late per period of performance.

COR/

Customer

Calibration sticker affixed to all scales receiving calibration

Sticker with the date of calibration, calibration due date, the serial number of the scale and the servicing technician

Prior to departure on day of calibration

PWS 2. g. No more than two (2) failures during each period of performance.

COR/

Customer

Calibration certificate for each scale calibrated

Certificate of calibration with the make, model and serial number of each scale calibrated

Within two (2) business days of PM service completion

PWS 2. i. No more than two (2) record sheets delivered late during period of performance.

COR/

Customer

Corrective Maintenance Service

Assess, inspect, test, and/or troubleshoot all CM service requests

Within five (5) business days of notification.

PWS 3. a. No more than two (2) failures during each period of performance.

COR/

Customer

10 | P a g e

Cost estimate for CM

Provide written estimate for all CM work with required information

Within two (2) business days of assessment

IAW PWS 3.

a.

PWS 3. b. No more than two (2) estimates provided late during the period of performance

COR/

Customer

Timely and complete CM

Scale is operational in a timely manner

Within five (5) business days of COR approval of cost estimate and repair

PWS 3. g. No more than two (2) items repaired exceeding the required timeframe.

COR/

Customer

Call Back Service

Troubleshoot ineffective repairs

Within three

(3) business days of notification

PWS 3. k. No more than two (2) failures during each period of performance.

COR/

Customer

11. SPILL RESPONSIBILITY:

The Contractor is solely responsible for all spills or leaks during the performance of this contract, which occur because 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 USG in a manner that complies with applicable Federal, state, and local laws and regulations. The clean-up shall be at no cost to the USG. 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 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).

b. Whether amount spilled is EPA or 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 USG 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).

11 | P a g e

12. INVOICING INFORMATION:

The Contractor shall invoice monthly through the DoD Wide Area Workflow (WAWF) system. Invoices must be submitted through WAWF in accordance with DFARS 252.232-7003. Refer to https://wawf.eb.mil for additional information.

13. CONTRACT MINIMUM/MAXIMUM:

The contract minimum shall be $500.00. The maximum shall be 150% of the estimated value of the contract. There is no contract minimum for any option period included in the contract.

https://wawf.eb.mil/