Attachment 1 - PWS UPDATED NE MHE Maint.docx

PERFORMANCE WORK STATEMENT (PWS)

FOR

DEFENSE LOGISTICS AGENCY (DLA)

DISPOSITION SERVICES (DS)

LETTERKENNY AND MEADE

MATERIAL HANDLING EQUIPMENT (MHE)

MAINTENANCE SERVICES

TABLE OF CONTENTS

1. INTRODUCTION

2. PREVENTIVE MAINTENANCE (PM)

3. CORRECTIVE MAINTENANCE (CM)

4. PLACE OF PERFORMANCE OF SERVICES

5. FEDERAL HOLIDAYS

6. BASE ACCESS & SECURITY

7. 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. SPILL RESPONSIBILITY

11. INVOICING INFORMATION

12. CONTRACT MINIMUM/MAXIMUM

1. INTRODUCTION:

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

b. DLA DS Letterkenny and Meade require the use of various pieces of Material Handling Equipment (MHE) during daily operations in support of the military services. Preventive Maintenance (PM) and Corrective Maintenance (CM) services for MHE within DLA DS Letterkenny and Meade locations are critical to ensure MHE is always operational. Without timely, efficient, and effective PM and CM services, DLA DS Letterkenny and Meade will be impacted to a point where we are unable to support our customers.

c. This is a Firm Fixed Price (FFP) 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 2 and is subject to change throughout the contract based on life cycle management of the equipment. Should the equipment change, Attachment 2 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 PM and CM maintenance activities, and all other services as defined in this PWS.

f. Upon coordination of PM or CM services, the Contractor shall be required to report to requesting DLA DS location’s 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.

h. The Contractor shall use lock-out/tag-out procedures as necessary for any piece of equipment receiving any type of service. The Contractor shall verify and confirm proper clearing procedures prior to returning operational control of the piece of equipment to the USG.

i. This Contract includes electric powered equipment, the associated batteries, and charging stations as part of the required PM and CM maintenance activities.

2. PREVENTIVE MAINTENANCE (PM):

The Contractor shall:

a. Perform at a minimum; One (1) PM annually per item listed on the attached equipment listing with the exception that mobile ramps will only be covered under the corrective maintenance (CM) Contract Line-Item Number (CLIN). When each initial CLIN is ordered per equipment item, the PM may require any or all of the following: all lower-level maintenance checks and services performed in accordance with the Original Equipment Manufacturer (OEM) manual, load test on all load carrying equipment (as applicable), a limited technical inspection and/or as specifically requested by the Contracting Officers Representative (COR). Additional PMs may be requested by the COR as required by the OEM Manuel.

i. Performing a Limited Technical Inspection (LTI) on any equipment listed per the CORs request. The LTI shall include but is not limited to a thorough inspection of the electrical charging equipment and stations for electric powered equipment, engine, transmission, other major components, controls, mast, cables, chains, hoses, electrical, air, and hydraulic systems to determine the disposition of the equipment. The inspection shall also include a check of all fluids; fluids shall be topped off as necessary.

b. Ensure all PM services are completed IAW the OEM manual’s specifications. When pricing PM services on the Price Schedule, the Contractor shall include the costs of the following items, but are not limited to: oil, grease/lubricants, Diesel Exhaust Fluid (DEF), antifreeze, battery fluid (water levels, testing, etc.), air filters, fuel filters, fittings, inspections and includes normal wear parts (light bulbs, windshield wipers, etc.) as requested with PM services. Electric equipment shall include battery and charging station checks (see OEM manual). Parts requiring replacement that were identified during/after PM will be charged utilizing CM.

c. Perform a fork inspection with each PM IAW the American National Standards Institute/Industrial Trucks Standards Development Foundation (ANSI/ITSDF). Standards can be located at the following link: www.itsdf.org.

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

e. Start the PM service within 5 (five) business days of notification. Complete all PM services within ten (10) business days from the start of the PM service unless otherwise rescheduled and coordinated between the COR and the Contractor. If the service cannot be completed in this time frame the Contractor will submit a written justification on company letterhead with a timeline for completing the PM.

f. Perform PM service as appropriate on the associated battery, cables, and charging unit when a CLIN for an Electric item is ordered.

g. Affix a sticker or equivalent item to each piece of equipment upon completion of PM service. The sticker shall clearly indicate which PM service was completed, including the hour reading and the projected hours and date of the next required PM Service.

h. Write legibly, in permanent ink, e.g., paint marker, in a visible location the date in which filters were changed on the exterior of the filter. The permanent ink chosen must be able to withstand the weather, oil, dirt, and other debris to prevent smudging or otherwise removing the date or making it non-legible.

i. Remove all replaced parts and trash. The Contractor will remove materials used in the drain and purge process and leave the workspace free of trash, old parts and removed fluids. However, the drained and purged hazardous materials will be left behind in approved shippable containers, notifying the site Environmental Point of Contact (POC) and approved by the KO for disposal. Contractor is responsible for providing the approved shippable containers.

j. Provide the COR with a maintenance sheet showing the status of each item checked during the PM service within five (5) business days of completing each PM service.

k. Perform lug nut torquing for all equipment in conjunction with PM service. Lug nuts shall be torqued IAW OEM specifications. Mark studs with painted line from stud to lug nut, to rim.

l. Deficiencies or required repair parts discovered during PM services but not included in the scope of the PM service shall be considered CM and require a written estimate on company letterhead submitted to the COR within 5 (five) business days of the PM completion and prior to performing any repairs, IAW paragraph 3. below.

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 or similar documents, to the COR within two (2) business days of the assessment IAW paragraph 3. a. The written estimate must contain the following information, 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

xii. Expected date of part delivery

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

d. Wait for approval by the KO pending determination of available funding and if the repair is economical.

e. Be compensated by the USG 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.

f. Not mark up prices on parts or materials the Contractor uses. Upon request by the Agency, the Contractor shall provide their Supplier’s invoices for parts and materials being furnished to the Agency via the Contractor’s invoice in order for the Agency to ensure parts and materials are not being marked up.

g. Make all price estimates valid for a period of 30 calendar days to ensure adequate time for determination and approval by the COR. Should the 30 calendar 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 Contractor shall coordinate with the COR to obtain parts via other local sources to prevent delays and minimize delays.

h. 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 the parts necessary to complete the CM. In the event the required repair will require 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.

i. Provide a weekly status update by email on official company letterhead to the COR. This update shall include details of pending or open repair actions, parts on order, estimated delivery dates, estimated completion dates, associated costs, and labor hours required for the repairs.

j. Perform a functional test (load test) IAW OEM specifications, Occupational Safety and Health Agency (OSHA) 29 CFR, or upon completion of any work in which the load bearing structure was removed, replaced, or repaired. Perform proper, documented lug nut torquing anytime the wheels are a part of the CM activity.

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

l. Return to reassess equipment within three (3) business days of notification if repairs do not correct the original deficiency at no additional cost to the USG.

m. Remove all replaced parts and trash. The Contractor will remove materials used in the drain and purge process and leave the workspace free of trash, old parts and removed fluids. However, the drained and purged hazardous materials will be left behind in approved shippable containers, notifying the Environmental POC and approved by the KO for disposal. Contractor is responsible for providing the approved shippable containers.

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

n. Prior to removal of any MHE from USG premises, the Contractor shall sign a DoD Form 1149, transferring liability of the equipment to the Contractor for the duration of the maintenance. Upon return of the MHE to USG premises, the DLA Form 1311 will be signed by the COR accepting the equipment.

4. PLACE OF PERFORMANCE OF SERVICES:

The Contractor shall provide services on USG premises at the DLA DS Letterkenny and Meade facilities to the maximum extent possible during normal business hours, except on recognized US federal 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. Performance shall be at the designated location specified by the COR for the respective DLA DS field location. 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 qualified personnel to successfully perform the duties required to be successful in accordance with the terms and conditions of the PWS, and the Quality Assurance Surveillance Plan (QASP).

Contractor shall also provide performance at an additional 3rd party site location located at 18656 Leslie Dr, Hagerstown, MD 21740. This site’s location is utilized by DLA Disposition Services through our Public Sales contract. Prior approval has been obtained from 3rd party to perform preventative and corrective maintenance procedures at their site location. All services shall adhere to same contract requirements as services performed at USG locations.

5. FEDERAL HOLIDAYS:

The Contractor is not required to provide services on the 11 federal holidays observed by 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:

6. BASE ACCESS & SECURITY:

a. The Contractor shall coordinate base installation access for all of 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 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 GFP/M/E/S 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 materials.

c. Equipment: The USG will, at its sole discretion, and upon approval of the COR, provide MHE for the Contractor to assist with the performance of PM or CM of other MHE.

d. Utilities: 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 CFP/M/E/S listed below solely for the purpose of performance under this contract:

a. Property: Provide property if repairs cannot be done at USG facilities.

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

c. Equipment: Provide all personal protective equipment (PPE) for employees IAW OSHA guidance.

d. Contacts: Provide the KO and COR with a POC and phone number to coordinate and schedule services.

e. Certifications: Provide the KO and COR with their employees Certified Forklift Technician (CFT) certifications to perform maintenance on the MHE.

f. Services: Provide services as listed throughout this PWS IAW OEM specifications.

9. QUALITY ASSURANCE (QA):

Quality Assurance Surveillance Plan (QASP) for Defense Logistics Agency Disposition Services (DLA DS) Letterkenny and Meade Material Handling Equipment (MHE) Maintenance

1. Purpose:

This document is to provide guidance on administering the contract such that the best possible quality in performance can be assured through appropriate surveillance and addressing of any performance failures as appropriate. The Acceptable Performance Level (APL) is the standard the U.S. Government (USG) expects the Contractor to meet throughout the life of the contract. In general, the DLA DS Letterkenny and Meade MHE Maintenance contract will have the below APLs that will be used to measure contractor performance, though additional ones may be identified depending on the contract requirements.

2. Acceptable Performance Levels:

10. SPILL RESPONSIBILITY:

a. 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 KO and COR immediately upon discovery. A written follow-up report shall be submitted to the KO and COR not later than 24 hours after the initial telephonic report. The written report shall be in narrative form, and as a minimum shall include the following:

i. Description of item spilled (including identity, quantity).

ii. Whether amount spilled is Environmental Protection Agency (EPA) or state reportable, and if so, whether it was reported. Exact time and location of spill including a description of the area involved.

iii. Containment procedures initiated.

iv. Summary of any communications Contractor has with press or USG officials other than the KO.

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

vi. Description of item spilled (including identity, quantity).

11. INVOICING INFORMATION:

a. 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.

b. Hourly billing will be rounded up to the next whole hour.

12. CONTRACT MINIMUM/MAXIMUM:

The contract minimum shall be $2,500. 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.