AFSS PWS v2.pdf

Automated Fuel Service Station (AFSS) Corrective and Preventive Maintenance Performance Work Statement

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1.0 PURPOSE

1.1 BACKGROUND

This contract is to establish an AFSS Central Maintenance Program (CMP) for DLA. This work is to provide reliable, cost effective, and well-maintained AFSS systems at the fuel facilities and depots at worldwide DOD locations. The goal is to maintain existing AFSS to include Preventive Maintenance (PM), Corrective Maintenance (CM), and Site Support under the responsibility of DLA’s CMP. The purpose of the CMP to establish a centralized Government logistics support group for the DLA AFSS system. This work provides reliable, cost effective, and well-maintained AFSS system(s) at the fuel facilities for DOD worldwide locations.

The AFSS system consist of the Fuel Master® FMU2550/2551//3500 series and auxiliary equipment installed by the contractor and documented in their equipment records as part of CDRL A002.

Maintenance of this system requires the support of multiple technicians, help desks, and detailed logistics coordination. The Fuel Management Units (FMUs) are connected to fuel dispensers at the different service stations.

The system is initialized by locally encoded and locally distributed source media, Vehicle Identification Link (VIL) keys, which turn on the gas pump while capturing data encoded on the VIL key to identify the appropriate customer for billing purposes. Collected sales data is uploaded each day to the upstream Accountable Property System of Record system, currently FuelManager® Defense (FMD), at DLA Energy’s 616 Defense Fuel Support Points (DFSPs).

AFSS is being replaced with the DLA Energy Electronic Point of Sale (EPOS) System under an already awarded separate contract. AFSS is being replaced because it does not meet the current standards for DoDI Certification and Accreditation or Financial Improvement and Audit Readiness (FIAR). The effort required by MILSVCs manpower is insufficient to continue supporting manual sales data capture required with AFSS. The continued lack of data integrity is considered untenable from an audit readiness perspective. As EPOS Equipment is deployed, the AFSS equipment will be decommissioned over this period of performance. The EPOS deployment will begin in CONUS during year one and expand to OCONUS locations throughout the remaining deployment period.

1.2 SCOPE

This PWS covers Preventive Maintenance (PM), Corrective Maintenance (CM) and Site Support, to AFSS at various worldwide DOD fuels facilities See Attachments 1 for a full list of FMUs and locations)until it is replaced by EPOS. This support encompasses labor, material, parts, tools, test equipment, transportation, and travel for maintaining and repairing equipment associated with the AFSS. This work is being performed to support Defense Logistics Agency (DLA).

This contract includes the electronic and electrical connections within the FMU and the dispenser.

Mechanical and electrical connections between the FMU and the dispensers are the responsibilities of the site.

2.0 PLACE(S) OF PERFORMANCE

The site requirements below identify contractor employee office location(s) and the location of Government provided facilities, if applicable. Travel locations (i.e., temporary duty sites) are not

[Version dated 9 September 2021] 2 of 34 specified in this section. If applicable, travel locations are specified under contract PWS Paragraph (Para) 10.0.

2.1 GOVERNMENT FACILITIES

No Government facilities (i.e., office space or lab space) are provided on this contract. Work shall be performed at the contractor facility and/or temporarily at locations specified under travel.

2.2 CONTRACTOR FACILITIES

The contractor can have its facility location anywhere as long as the location does not present a hardship to complete work required on task. The contractor shall have real-time communication between the contractor personnel supporting the efforts and Government personnel available at time of award.

3.0 PERFORMANCE REQUIREMENTS

3.1 AFSS PREVENTIVE MAINTENANCE (CLIN 0006)

Preventive Maintenance (PM) includes the testing, verification, inspection, and inventory of AFSS systems at the various DLA, Army, Air Force, Navy and Marine Corps fuels facilities. Each PM is tracked as a NIWC Atlantic Integrated Support Center (ISC) Work Order. The contractor shall follow the Automation Program Preventive Maintenance Standard Operating Procedure when performing PM tasking.

The contractor shall plan one PM trip per site over a 24-month period. The contractor shall perform an inventory and configuration drawing survey for all AFSS equipment at each site.

The contractor shall perform the applicable PM activities outlined in SENS-D-GEN-TEP-02-1.0 resulting in a signed site Preventive Maintenance Inspection Report as described in Section 1.2 of reference in Section 8.0.d.

The contractor shall accomplish Information Gathering for maintaining the Automation Inventory database in conjunction with the PM visit. The contractor shall gather the AFSS information that is required in section 2.0 of reference 8.0.d.

The contractor shall not travel to a site for just Information Gathering without approval from the NIWC Atlantic Project Engineer. All Information Gathering shall be accomplished during a PM visit to a specific site. The contractor shall coordinate with site personnel to ensure all inspections and maintenance efforts can be accomplished during the site visit.

Prior to a scheduled preventive maintenance visit, the contractor shall obtain the specific site inventory report from NIWC Atlantic and the configuration and location drawings. It is possible that specific details are not available for all sites and/or site conditions may have changed since the last maintenance visit.

If drawings are not available, the contractor shall gather the necessary information to develop draft Configuration and Location drawings illustrating the various system components, and their interconnection with the various elements of the AFSS systems. While onsite, the contractor shall update/develop site configuration drawings to show system level equipment, location and communication connectivity. The drawings shall conform to the specifications referenced in Section

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8.0.e. The contractor shall attach the AutoCAD and PDF drawing files to the PM work order in the NIWC Atlantic ISC system.

In addition to the following deliverables required by the Automation Program Preventive Maintenance Standard Operating Procedure, the contractor shall submit a Preventive Maintenance Testing Site Overview Sign-Off Report sheet for each PM. Upon completion of the PM, the contractor shall sign this sheet and have the site representative sign the sheet. A copy of the signed sheet and all test sheets shall be left with the site representative prior to departure. The contractor shall attach these deliverables to the work order associated with the PM visit in the NIWC Atlantic ISC system within 20 working days from the completion of the PM site visit.

- Maintenance Test and Inspection Worksheets

- Updated/verified Site AFSS Inventory

- Site drawings

3.1.1 PM Inspection

The contractor shall perform Preventive Maintenance (PM) functions of the FuelMaster® systems Fuel Management Units (FMU) model 2550, 2551, and 3550 and auxiliary equipment existing at the sites specified in Attachment 3. The PM includes the testing, inspection, inventory verification, and drawing creation for AFSS systems for each site per MAIN-D-GEN-SOP-01 (Automation Program Preventive Maintenance Standard Operating Procedure) identified in Reference 8.0.a. The contractor shall use the forms listed in SENS- -D-GEN-TEP-02 (Inspection and Operational Verification Procedures for Corrective and Preventive Maintenance of ATG, AFSS, IAS, OPE, HFAM) identified as Reference 8.0.d. The contractor shall follow MAIN-D-GEN-SOP-01 and use the applicable procedures and forms in Section 3.2 from SENS-D-GEN-TEP-02 when performing PM inspections and verifications on AFSS.

The contractor shall plan to accomplish the PMs listed in Attachment 3 within the period of performance. The contractor shall provide personnel that meet State and Local certification requirements, if applicable, to work on the equipment. For example, technicians performing work on equipment connected to underground storage tanks in California must be certified by the State of California. The contractor shall complete all paperwork required by State and Local activities, when required, for work performed on equipment. The contractor shall provide documentation to support the certification when requested by the COR.

If the contractor finds a fault with AFSS systems during a site visit, the contractor shall have site personnel submit a trouble call ticket through the Defense Logistics Agency (DLA) Help Desk.

3.1.2 PM Inspection Report

The contractor shall create a PM Package for each site visit. The PM Testing Site Overview Sign-Off Form shall be used as a cover page for the completed forms from MAIN-D-GEN-SOP-01. On completion of PM, the contractor shall sign this sheet and have the site representative sign the sheet.

A copy of the signed sheet and all test forms shall be left with the site representative prior to departure. The contractor shall attach the Test and Inspection Report (CDRL A001) to the work order associated with the PM visit in NIWC ITSM within 20 working days from the completion of the PM site visit. On review by NIWC if any deliverables are found to contain errors, they will be returned to the contractor for correction with a due date of NLT 20 working days. The contractor shall coordinate with site personnel to ensure all inspections and maintenance efforts can be accomplished during the site visit. On completion of the PM the contractor shall deliver the Test and Inspection Report (CDRL A001) that will include:

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3.1.2.1 Preventive Maintenance Testing Site Overview Sign-Off Form

The contractor shall perform out briefs to Site Responsible Officer (RO) or designated alternate. The maintenance technician shall prepare a Trouble Call/Out Brief Form per (CDRL A001) and as required in SENS-D-GEN-TEP-02. The maintenance contractor shall provide a copy of this form to the RO or the designated RO alternate outlining the status of each problem, resolution, and ITSM ticket number(s). The maintenance technician shall review the out brief with the RO or designated alternate. The contractor shall prepare a “Trouble Call/Out Brief” Form for every visit to a site.

After conducting the out brief, the technician shall obtain the RO or the RO alternate signature on the form. The contractor shall leave a copy of the signed form with the RO. The contractor shall upload a copy of the completed “Trouble Call/Out brief” form to NIWC ITSM database and attach to the applicable trouble ticket in accordance with SENS-D-GEN-TEP-02. The contractor shall enter Trouble Call/Out Brief into the associated ticket(s) within 20 working days of leaving the site.

3.1.2.2 Maintenance Test and Inspection Forms

The contractor shall follow the guidelines in SENS-D-GEN-TEP-02. When accomplishing repairs under the preventive maintenance tasking of the PWS. When replacing faulty AFSS cli, the maintenance technician shall test the replaced component and the AFSS system in accordance with SENS-D-GEN-TEP-02. The maintenance technician shall record the results using the Test and Inspection Report (CDRL A001). The completed form shall be uploaded into the proper ticket in the NIWC ITSM Database. The contractor shall report equipment failures resulting from abuse, negligence, or accidents in the Trouble Call/Out Brief Form.

3.1.2.3 Updated Site Inventory and Site configuration drawings

The contractor shall accomplish Information Gathering and Drawing creation/updating for the AFSS systems in conjunction with the PM visit. The contractor shall not travel to a site for information gathering without approval from the COR. For the information gathering, the contractor shall collect the information that is required in reference SENS-D-GEN-TEP-02. The contractor shall verify the configuration drawings for each site. The contractor shall accomplish this drawing verification during each PM visit. The contractor shall obtain the AutoCAD drawing from the PM work order associated with PM site visit. The contractor shall verify the correctness and accuracy of the drawing.

The contractor shall mark any changes or additions to the AFSS systems at the site. If required, the contractor shall develop Configuration drawings in accordance with P2B-D-GEN-PRD-01 (Phase IIB ATG/AFSS/BSM-E Interface Standard Drawing Requirements Document). The contractor shall attach the AutoCAD and PDF drawing files (CDRL A001) to the PM work order in NIWC ITSM database.

3.1.2.4 Photographs

At the direction of the COR or COTR and where permitted by the site, digital photographs shall be taken of any discrepancies found during the visual inspection of existing equipment, conduit and cabling as described in SENS-D-GEN-TEP-02. These photographs should be attached to the PM work order in NIWC ITSM database as required (CDRL A001). Photographs should be a minimum of 4-megapixel resolution in .jpg and .pdf format. When directed, the photographs will be attached to the PM work order in NIWC ITSM database.

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3.1.3 Monthly Preventive Maintenance Schedule

The contractor shall provide a Monthly Preventive Maintenance Schedule per CDRL (A003) to the COR monthly that lists all PMs by month and the status of the PM. The contractor shall update Attachment 3 each month recording the current version of Department of Defense Fuel Master Advanced-Enhanced (DODFMAE), the last PM date, next PM scheduled, Credit Card Reader Status, and AIM status for the sites listed in the schedule.

3.2 AFSS CORRECTIVE Maintenance (CLIN 0001)

Corrective Maintenance includes response, diagnosis, and resolution to site trouble calls of the AFSS systems and communication devices for each FMU listed in Attachment 1. The contractor shall coordinate corrective maintenance efforts, acquire, and ship repair parts or materials to the site and travel to the site to conduct the repair, if necessary. These are troubleshooting functions of the FuelMaster® systems Fuel Management Units (FMU) model 2550, 2551, 3550 and auxiliary equipment installed at capitalized DOD sites under the DLA Central Maintenance Program (CMP).

The specific location and equipment are listed in AFSS Equipment and Location List, Attachment 1.

3.2.1 Trouble Call Service

The contractor shall also assist site personnel over the phone in troubleshooting functions associated with FuelMaster® systems FMU models 2550, 2551, and 3550. The contractor shall locate causes of faults, replace defective components, and make necessary adjustments to the FuelMaster® systems FMU models 2550, 2551, and 3550.

The contractor shall provide a 24-hour, 365-day trouble call service. The contractor shall provide a toll-free access telephone service to be contacted by the NIWC Integrated Support Center (ISC) and NIWC Project Engineer. All trouble calls shall be routed through the DLA Energy Help Desk, unless the customer calls the contractor directly. If the customer calls the contractor directly, the contractor must forward the details of the call to the NIWC ISC. The contractor shall follow the process flow chart in AUTO-D-GEN-SOP-2 Automation Program Corrective Maintenance Standard Operating Procedure. The contractor shall include the site POC, phone number, description of the trouble, long description of the problem, priority, anticipated steps to resolve the problem, and status (work in progress, pending, site support, or resolved).

The contractor shall be the single maintenance support source for all hardware and software for a given FuelMaster® systems. The contractor shall perform in a manner to maintain all FuelMaster® equipment in an operational condition of at least a ninety-five percent (95%) effectiveness level during the life of this contract.

Corrective Maintenance includes response, diagnosis, and resolution to the site’s trouble calls of the FuelMaster® systems FMU models systems and communication devices installed at sites specified in Attachment 1. The contractor shall coordinate corrective maintenance efforts, acquire, and ship repair parts or materials to the site and travel to the site to conduct the repair, if necessary.

3.2.2 Corrective Maintenance Standard Operating Procedure

As required in the MAIN-D-GEN-SOP-03 (Automation Program ATG/AFSS Corrective Maintenance Follow-up Standard Operating Procedure), the contractor shall provide 24 hours a day, 365-day On-Call Support to the fueling facilities listed in Attachment 1. The contractor shall provide a toll-free access telephone service to be contacted by NIWC Integrated Support Center (ISC), NIWC

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Project Engineer, DLA Energy Help Desk, and site personnel. The contractor shall respond to any trouble call as outlined in the MAIN-D-GEN-SOP-02. The contractor shall record in the NIWC ITSM database the equipment failure resulting from abuse, negligence, or accidents

As detailed in the MAIN-D-GEN-SOP-02, the contractor shall keep track and record every trouble call and equipment failure encountered at the sites to the NIWC ISC for update into the DLA Enterprise Help Desk. If the contractor’s maintenance technician is unable to record these events in the NIWC ITSM database, the contractor must send a copy via email to the NIWC ISC for inclusion into the DLA Energy Help Desk. The contractor shall input the fields for the Categorization Tab in ITSM as outlined in MAIN-D-GEN-SOP-02. The contractor shall report any trouble call or failure of the installed equipment to the NIWC ISC. The contractor shall include the category and subcategory.

The contractor shall notify the COR or COTR via telephone or email for all work request tickets assigned whenever electronic communications are available. On concurrence of the COR or COTR, the contractor shall assist in isolating the problem, help the site in addressing the problem, and educate the site personnel on the interaction and responsibilities of AFSS system.

3.2.3 Trouble Call/Out Brief

If a site visit is required related to corrective action, the contractor shall perform out briefs to the Responsible Officer (RO) or designated alternate. The contractor’s maintenance technician shall prepare a Trouble Call/Out Brief Form (CDRL A001) as required in SENS-D-GEN-TEP-02. The maintenance contractor shall provide a copy of this form to the RO or designated alternate outlining the status of each problem, resolution, and ITSM ticket number(s). The maintenance technician shall review the out brief with the RO. The contractor shall prepare a Trouble Call/Out Brief Form for every visit to a site. After conducting the out brief, the technician shall obtain the RO or designated alternate signature on the form. The contractor shall leave a copy of the signed form with the RO or designated alternate. The contractor shall upload a copy of the completed Trouble Call/Out Brief form to ITSM database and attach it to the applicable trouble ticket. The contractor shall enter the Trouble Call/Out Brief into the associated ticket(s) within 20 working days of leaving the site.

The contractor shall record equipment failures resulting from abuse, negligence, or accidents in the Trouble Call/Out Brief Form (CDRL A001). The contractor shall ensure this report includes labor hours, costs involved in completing the repairs, and digital photographs. The contractor shall provide this report to the COR and copy to the lead RO or designated alternate.

The contractor shall follow the guidelines of SENS-D-GEN-TEP-02 when accomplishing repairs under the corrective maintenance tasking of the PWS. When replacing faulty AFSS equipment, the maintenance technician shall test the replace component and the AFSS system in accordance with MAIN-D-GEN-SOP-2. The maintenance technician shall record the results using the Test and Inspection Procedures/Form (CDRL A001) in MAIN-D-GEN-SOP-2. The completed form shall be uploaded into the proper ticket in the ITSM Database.

3.3 SITE SUPPORT (CLIN 0006)

Site Support is a classification of work that is a reaction to the alteration to DOD fuel facilities. The Maintenance, Repair and Environmental (MR&E) program provisions for construction, repair, and maintenance of the fuel facilities. In addition, site support includes work at sites caused by accidental damage.

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Some examples of MR&E work are: 1) Any automation system modification or upgrading of existing automation equipment, 2) Installation, reinstallation or relocation of automation equipment, and 3) The repair of accidental damage done by others.

The contractor shall inform the COR or COTR, via email correspondence, if site personnel directly notify the contractor of any future site work impacting AFSS systems and related components at a site. The correspondence shall include the site requiring the assistance and type of assistance required.

3.3.1 Minor System Modification

The site may have a Military Construction (MILCON) project, test requirements, improvements, facility repairs, or special projects impacting the AFSS system or related components. The COR will provide the contractor a Project Requirements Document (PRD) for the work to be performed under this task. For planning purposes, the contractor shall plan in accordance with trips listed in Attachment 2 for system modifications, upgrades, installations, removals, relocations, reinstallation, or salvaging’s at the sites listed.

The contractor shall comply with site specific Project Requirements Documents, when issued. The contractor shall complete the “Trouble Call/Out Brief” form from SENS-D-GEN-TEP-02 and submitted per (CDRL A001) on completion of work and submit to the COR. The contractor shall complete the associated Testing Forms of SENS-D-GEN-TEP-02 for the test required by this site-specific Project Requirements Documents and submit to the COR.

3.3.2 Repair of Accidental Damage Done by Others

The site may have systems damaged by other contractors or personnel. The COR will provide the contractor a Project Requirements Document (PRD) for the work to be performed under this task.

For planning purposes, the contractor shall plan on AFSS Maintenance Support trips listed in Attachment 3.

The contractor shall comply with site specific Project Requirements Documents, when issued. The contractor shall complete the “Trouble Call/Out Brief” form from SENS-D-GEN-TEP-02 and submit it per (CDRL A001) on completion of work and submit to the COR. The contractor shall complete the associated Testing Forms of SENS-D-GEN-TEP-02 for the test required by this site-specific Project Requirements Documents and submit to the COR.

3.4 CONTRACT MANAGEMENT (CLIN 0006)

The contractor shall provide management services to support corrective maintenance, preventive maintenance, telephone support, on-site maintenance support, and site support efforts. Management includes the sub tasks: Weekly and Monthly Status Reports, Scheduling, Logistics Management and Support, and ensuring referenced procedures and processes in the basic contract are followed. The contractor shall develop and submit documentation as required for contract administration.

Note: The COTR may assist with on-site maintenance, as needed and identified to the COR.

3.4.1 Maintain the DLA ITSM Database

The contractor shall provide Help Desk Technical Analyst labor hours to maintain the work order database over the period of performance for this contract. NIWC Integrated Service Center (ISC) receives trouble calls and routes to the appropriate maintenance contractor for the specific AFSS

[Version dated 9 September 2021] 8 of 34 equipment. A trouble call ticket is created in ITSM with the ticket number, site name, site Point of Contact (POC), POC phone number, description, and DODAAC. The ticket is placed in the “ASSIGNED” status until the AFSS maintenance contractor contacts the site. The AFSS maintenance contractor must contact the site within one hour of receiving a call from the NIWC ISC no matter the priority assigned to the trouble call. A technician must determine nature of call and if possible, correct the problem over the phone. The AFSS maintenance contractor shall contact the ISC or directly input into the ITSM database the following information:

(1) The site person contacted

(2) Rate or title

(3) The nature of call

(4) The correction if able to resolve over the phone.

(5) The actions that will be taken if not resolved over the phone

ISC attempts to directly connect site with maintenance contractor first. If this does not occur, then ISC sends an email to the maintenance contractor with the ticket number. The AFSS maintenance contractor shall update the NIWC ISC when the site has been contacted. The AFSS maintenance contractor shall include the following information from this initial contact with the site; long description of the problem, priority, anticipated steps to resolve the problem, and status (work in progress, pending, or resolved). The contractor shall input the updated data into the NIWC ISC ITSM Web Site

Through the course of resolving a trouble call, the AFSS maintenance contractor shall provide feedback via e-mail and Internet access to the NIWC ISC. The contractor shall input the updated data into the ITSM database.

The contractor shall provide NIWC ISC the information on the status of the trouble call. The contractor shall refer to the ticket number on all correspondences. Before a trouble call/ticket can change status from work-in-progress/pending/resolve to closed, the contractor shall provide input into the ITSM database.

When travel to site is required, an estimated time of arrival (ETA) or start date must be entered into the trouble tickets within 24 hours of receiving the trouble call. The contractor shall notify the site of this ETA. The contractor shall enter this date and the POC they contacted at the site in the ITSM database or contact the ISC. If an ETA changes, contractor must notify the site and ISC of this change. The AFSS maintenance contractor shall place the ticket into pending until a technician arrives on site.

Some trouble calls may be discovered to be non-related to the AFSS System even though site personnel may think that the problem is related. The contractor shall notify the COR or COTR of these situations. On approval of the COR or COTR the contractor shall assist in isolating the problem, help the site in addressing the problem, and educate the site personnel on the AFSS System.

The deliverable products for maintaining the ITSM database are:

• The contractor shall provide the updated status of trouble ticket as required under the AFSS Maintenance program and this PWS.

• The contractor shall keep track and record every trouble call and equipment failure encountered at the sites in the NIWC ITSM.

• The contractor shall report any trouble call or failure of the installed equipment to the NIWC

ISC.

• The contractor shall furnish names of persons that will be entering the data on this ITSM Web Site. These persons will be provided passwords for proper access onto the Web Site.

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The contractor shall create PM tickets in NIWC ITSM database in accordance with MAIN-D-GEN- SOP-01 for all PM tickets that have been closed.

Each PM is tracked as a NIWC ITSM database. The contractor shall furnish the names of persons who will be entering data into ITSM to the COR or COTR via email within 5 working days of award to ensure all contractor technicians requiring access to ITSM have it. These persons will be required to have a valid Common Access Card (CAC) for access into the web site. The contractor shall immediately inform the COR or COTR via email if a technician no longer requires access due to termination of employment or for any reason. The contractor shall follow the guidelines.

3.4.2 Contract Status Report (CSR)

The contractor shall prepare a Contract Status Report covering the activities of the previous month.

The Contract Status Report shall include all requirements and data listed in (CDRL A003).

The contractor shall provide necessary management and administrative efforts to prepare, maintain and deliver the reports.

The monthly status report (CDRL A003) shall detail the following information:

• Preventive Maintenance – List sites where PMs were completed

• Corrective Maintenance - List Quantity of New, Active, and Closed tickets

• List trips to each site by site during the reporting period

• List cumulative trips to each site by site

• Site Support - List the sites and status of each site support effort

• Contractor Furnished Equipment/Material Inventory

The weekly TO Status Report (CDRL A003) shall, as a minimum, include the following items and data:

• Updates to the Cost and Milestones Schedule Plan and narratives to explain any variances

• List of all PMs by month and the status of the PM

• Technician report that includes planned locations of the technicians for the next 3 weeks.

Data Calls: A data call report shall be e-mailed to the COR within six working hours of the request, unless otherwise specified. All information provided shall be the most current. Cost and funding data shall reflect real-time balances. Report shall account for all planned, obligated, and expended charges and hours. Depending on requirement, the report shall include, but not limited to, the following items and data:

1. Percentage of work completed

2. Percentage of funds expended

3. Updates to the Cost and Milestones Schedule Plan and narratives to explain any variances

4. List of personnel (by location, security clearance, quantity)

5. Most current GFP and/or CAP listing

3.4.3 Scheduling

The contractor shall develop a Cost and Milestones Schedule Plan (CDRL A010) outlining all major tasks and sub-tasks required in accomplishing efforts, services, and deliverable products within this PWS using Microsoft Project. The contractor shall provide the necessary management and administrative efforts to prepare, maintain, and deliver the initial, weekly and monthly Cost and Milestones Schedule Plan files.

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The weekly and monthly Cost and Milestones Schedule Plan (CDRL A010) shall reflect the changes to the PWS tasks as they progress. The contractor shall record planned visits in the weekly and monthly Cost and Milestones Schedule Plan (CDRL A010).

The contractor shall update the Cost and Milestones Schedule Plan monthly to include:

• Scheduled/completed site visits in accordance with paragraph 3.1, Preventive Maintenance

• Scheduled/completed site visits in accordance with paragraph 3.2, Corrective Maintenance

• Scheduled/completed site visits in accordance with paragraph 3.3, Site Support

• Record of changes and reasons within the note section of the “Task Information” of the

Microsoft Project file

The contractor shall ensure that the monthly Cost and Milestones Schedule Plan (CDRL A010) accurately reflects events that have occurred in the past (site visits under the preventive maintenance, corrective maintenance, and site support tasks) as well as planned, projected, and modified tasks throughout the duration of the Contract. The monthly updates shall include all approved modifications to the Contract.

The contractor shall provide written justification as soon as the contractor identifies deliverable dates that cannot be achieved. The written justification shall state the reason for not achieving the date and the effect on remaining scheduled activities. The contractor shall accomplish this written justification requirement by recording, in the monthly Cost and Milestones Schedule Plan (CDRL A010), any start and completion date changes to each task as compared to the original/initial Cost and Milestones Schedule Plan in the note section of “Task Information” within the Microsoft Project file.

3.4.4 Logistics Management and Support

The contractor shall procure, maintain, and manage GFE inventory (CDRL A002 - Inventory Tracking Report) of AFSS system critical parts and components. The contractor shall develop an Inventory Control Plan that will include tracking methods, management, storage, and shipping costs for maintaining the critical parts and components used during the Contract. The plan shall include the ability to ship parts directly from the manufacturer to a site in emergent situations.

The contractor shall maintain and provide a Logistics Management monthly report on the status of the parts and components under CLIN 0004 (Supplies) and CLIN 0005 (Equipment). The report shall be submitted as part of the monthly status report. The Logistics Management report shall include repair part quantities on hand, on order, and remarks. The “remarks” section shall contain as a minimum the site(s) that the parts and/or components were used.

The site will not incur the cost of parts or components. The contractor shall ensure the parts and components purchased perform in a manner equal to or better than the parameters set forth in the manufacturer’s technical documentation. The contractor shall utilize only parts and components manufactured in accordance with the original equipment manufacturer’s specifications.

3.4.5 Service Contract 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.

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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.

3.4.5.1 Steps for Submitting a Service Contract Report (SCR)

• Go to www.sam.gov and log in.

• Select Entity Registrations and then select Service Contract Reporting.

• SAM displays your entities which have service contracts and meet the reporting criteria. Select View by entity to see the service contracts for each entity.

• Next, select Add for the service contract against which you want to create a Service Contract Report.

Each service contract which meets the FAR Subpart 4.1703 reporting thresholds is displayed.

• You will be taken to the Complete Service Contract Report page. SAM displays the contract details and allows you to report. You are required to enter the following information:

• Total Amount Invoiced: Total dollar amount invoiced for services performed during the previous

Government fiscal year under the contract (this amount should include the prime and any subcontract amount).

• Prime Contractor Hours Expended: Prime contractor direct labor hours expended on the services performed during the previous Government fiscal year. The amount you enter is automatically divided by 2,080 hours to calculate a Full Time Employee (FTE) equivalent, displayed under the Prime Contractor Hours Expended as Prime Contractor FTEs.

• Report any required Tier 1 subcontractor information by selecting the Add Tier 1 Subcontract Information button.

3.4.6 WAWF Invoicing Notification and Support Documentation

In accordance with contract clause 252.232-7003 and 252.232-7006, the contractor shall submit payment requests and receiving reports using the iRAPT application in the Wide Area Workflow (WAWF) which is a secure government Web-based system for electronic invoicing, receipt, and acceptance. The contractor shall provide email notification to the COR when payment requests are submitted to the WAWF. As requested by the COR, the contractor shall provide a soft copy (CDRL A006) of the invoice and any invoice supporting documentation to assist the COR in validating the invoiced amount against the products/services provided during the billing cycle.

As applicable, the contractor shall forward copies of invoices to the COR immediately after submittal of WAWF payment request. The contractor shall forward invoice copies and/or supporting documentation (CDRL A006) to the COR within 24 hours from initial time of request.

3.4.7 Contract Closeout Plan

As the AFSS equipment is replaced by EPOS, the government will notify the contractor that the equipment is no longer supported. This may be accomplished by provision of the EPOS Deployment Plan, email correspondence and/or verbal notifications via phone or in Energy sponsored vendor meetings. As all AFSS equipment is eliminated and as directed by the government, the contractor shall submit (CDRL A004) Contract Close Out Plan - Draft 60 days prior to the end of performance and Contract Close Out Plan – Final 30 days prior to the end of performance. The Plan shall include a Team Approach, Organization, Work Execution, Subcontracts, Property Transition, Knowledge Transfer, Schedule, and Handover as part of the plan.

3.4.8 Contract Closeout Report

The contractor shall submit (CDRL A005) Contract Close-Out Report http://www.sam.gov/

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3.5 COMPUTER LIFE CYCLE MANAGEMENT

As directed by the COR, the contractor shall image, deploy, maintain, and provide technical support for Windows 10 compatible personal computers provided by the Government.

3.5.1 Procurement

As directed by the COR, the contractor shall maintain between 1 and 50 Windows 10 compatible personal computers, on hand and provided by the Government, to support changing mission needs.

The contractor shall advise the Government 60 days in advance of anticipated computer requirements.

Computers will meet or exceed the following specifications or equivalent as stated below. The Government may provide personal computers with or without monitors, and with overseas power requirements.

• HP ProDesk 400 G5 SFF and Dell OptiPlex 3060 SFF o Win 10 Pro 64 o Intel Core i5-8500 o 8GB DDR4 Memory o 500GB HDD o DVD +/- RW Drive o Smart Card Keyboard (CAC) o Wired Mouse o 20” Monitor o 56K USB Modem

As directed by the COR, the contractor shall maintain the Operating System licenses for the personal computers provided by the Government.

The Government will provide the Windows 10 licenses.

3.5.2 Software Updates

The contractor shall provide the labor required to:

• Image all Government-provided PCs using Windows 10 Secure Host Baseline.

• Install MS SQL 2014 & DODFMAE v2.6 on all PCs.

• Provide system update disks to each site once each quarter for all sites

3.5.3 Management of GFE Receipts, Inventory and Shipments

The contractor shall provide ground or APO shipping to deliver the personal computers to designated sites.

Shipments shall be by the most expeditious traceable means at contractor expense. The contractor shall ship GFE at the lowest cost, consistent with security concerns and required delivery timeframes.

All equipment shall be tracked from the contractor’s warehouse storage facility to its destination.

The contractor shall maintain proof of delivery and tracking information for all equipment movements when this data is available from the shipping agent.

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To validate that the correct requestor has received the shipped equipment, the contractor’s field staff must perform a physical equipment verification during the next site visit. The contractor shall use equipment discrepancies identified during the physical review to update the database of all GFE issued to the site.

3.5.4 Technical Support

The contractor shall provide technical support until the contract ends for the following items:

• Dell ProSupport / HP Care Pack Next Business Day Onsite

• Dell ProSupport / HP Care Pack 7x24 Technical Support

4.0 CONTRACT ADMINISTRATION

Administration of the work being performed is required; it provides the Government a means for Contract management and monitoring. Regardless of the level of support, the ultimate objective of the contractor is ensuring the Government’s requirements are met, delivered on schedule, and performed within budget.

4.1 CONTRACTING OFFICER REPRESENTATIVE (COR) DESIGNATION

The COR for this Contract is identified in FAR clause 5252.201-9201.

5.0 QUALITY ASSURANCE AND DELIVERABLES

5.1 CONTRACT DATA REQUIREMENTS LIST (CDRLs)

5.1.1 Administrative CDRL

The following table lists all required administrative data deliverables, CDRLs, applicable to this task:

CDRL # Deliverable Title

PWS

Reference Para

Frequency Date Due

A003 Contract Status Report

(CSR)

3.1.3, 3.4.2, 5.2.4, 7.2.3.2, 8.3, 9.2.1, 14.1

WKLY,

MTHLY

30 Days after Contract award (DATO) and monthly on the 10th business day

A004 Contract Closeout Plan 3.4.8, 5.2.4 2TIME Draft 60 days before end of performance and Final 30 days before end of performance.

A005 Contract Closeout Report 3.4.9, 5.2.4 1TIME NET 10 days before end of performance

A006 Invoice Support Documentation

3.4.6, 3.4.7,

5.2.4 ASREQ Within 24 hours from request

A009 Quality Control Plan 6.1, 5.2.4 1TIME NLT 30 days after contract award

A010 Plan of Action and Milestones Plan of Action and Milestones

3.4.3, 5.2.4 WKLY,

MTHLY

NLT 10 DATO; revision NLT 7 days after receipt of Government review

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CDRL # Deliverable Title

PWS

Reference Para

Frequency Date Due

A011 OCONUS Deployment Package 10.2, 5.2.4 1TIME NLT 30 days prior to travel

5.1.2 Technical CDRL

The following table lists all required technical data deliverables, (CDRLs), applicable to this Contract:

CDRL # Deliverable Title

PWS

Reference Para

Frequency Date Due

Security Classification (Up to S/TS or unclassified)

A001

Technical/Analysis Reports, General

3.1.2, 3.1.2.1, 3.1.2.2, 3.1.2.3, 3.1.2.4, 3.3.1, 3.3.2, 5.2.4

ASREQ

Within 24 hours from request

A002 Inventory Tracking Report 1.2, 3.4.4, 5.2.4, 9.2.1

MTHLY

for

Warranty tracking

10th of Each Month

5.2 Contract Quality Assurance Surveillance Plan (QASP)

In fulfillment of this effort, the contractor shall provide the deliverables identified in this section. All deliverables shall be submitted to the Contracting Officer's Representative (COR) / Contracting Officer's Technical Representative (COTR) for acceptance unless otherwise directed by the Government.

Unless otherwise specified, the Government will review draft deliverables and provide comments back to the contractor or approve or disapprove the deliverable(s). The contractor will have a maximum of ten (10) working days from the day comments are received to incorporate all changes and submit the final deliverable to the Government. All days identified are intended to be workdays unless otherwise specified.

The format for the individual deliverables will be determined through consultation between the COTR and the contractor. The QASP identifies the methods the government will use to measure performance of the service provider against the requirements and performance standards of the PWS.

The QASP consists of guidelines for performance surveillance, evaluation, reporting, deficiency notification, and adjustments.

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5.2.1 Performance Requirements Summary

The tasks the contractor shall perform are defined in Section 2.3. All deliverables will be submitted to the Contracting Officer's Representative (COR)/Contracting Officer's Technical Representative (COTR) for acceptance unless otherwise agreed upon.

The Government will make objective and subjective assessments of the contractor's performance to determine whether contract performance is acceptable. The contractor is expected to perform all functions in a professional manner and prepare accurate and timely documentation. Progress will normally be tracked based on the milestone event when the contractor receives a specific tasking.

Performance may vary with the complexity of the acquisition and/or technical document. It is expected that the documentation and procedures will comply with all major regulatory and process requirements and agency policies and procedures.

5.2.2 Method of Surveillance

The Government will ensure quality assurance and timeliness of all tasks via COR/COTR Inspections and Customer Feedback. The Government will inspect and evaluate performance of each completed task or deliverable required in the PWS.

5.2.2.1 Inspection and Acceptance Criteria

Final inspection and acceptance of all work performed, reports and other deliverables will be performed at the place of delivery by the COR/COTR. All deliverables will be inspected for content, completeness, accuracy, legibility, and conformance to contract requirements by the COR/COTR. At the discretion of the Government, inspection may include validation of information or software using automated tools and/or testing of the deliverables, as specified in the PWS.

If the Government finds that a draft or final deliverable contains spelling errors, grammatical errors, improper format, or otherwise does not conform to the requirements stated within the task order PWS, the document may be immediately rejected without further review and returned to the contractor for correction and re- submission. If the contractor requires additional Government guidance to produce an acceptable draft, the contractor shall arrange a meeting with the COR/COTR.

The basis for acceptance shall be compliance with the requirements set forth in this task order PWS, the contractor's proposal and other terms and conditions of the contract. Deliverable items rejected shall be corrected in accordance with the applicable clauses. Reports and document deliverables will be accepted when all discrepancies, errors or other deficiencies identified in writing by the COR/COTR have been corrected to the Government's satisfaction.

The contractor shall provide electronic copies of deliverables. Electronic copies shall be delivered via e-mail attachment or other media by mutual agreement of the parties. The electronic copies shall be compatible with the current DLA Microsoft (MS) Office products or other applications as appropriate and mutually agreed to by the parties. The contractor shall use best commercial practices for formatting deliverables under this contract. If the draft deliverable is adequate, the Government may accept the draft and provide comments for incorporation into the final version. All the Government's comments to deliverables must either be incorporated in the succeeding version or the contractor must demonstrate to the Government's satisfaction because such comments should not be incorporated.

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5.2.3 General Acceptance Criteria

General quality measures, as set forth below, will be applied to each work product received from the contractor under the resultant task order. These performance measurements are defined as:

Quality

• Accuracy - Work products shall be accurate in presentation, technical content, and adherence to accepted elements of style.

• Clarity - Work products shall be clear and concise. Any/all diagrams shall be easy to understand and be relevant to the supporting narrative.

• Consistency to Requirements - All work products must satisfy the requirements of this Performance Work Statement.

• Format - Work products shall be submitted in hard copy (where applicable) and in media mutually agreed upon prior to submission. Hard copy formats shall follow any specified Directives or Manuals. All text and diagrammatic files shall be editable by the Government.

Timeliness

• Work products shall be submitted on or before the due dates determined/specified between the COR/COTR and contractor or submitted in accordance with a later scheduled date determined by the Government.

5.2.4 Performance Objectives and Acceptable Quality Levels

CDRL Title Acceptable Quality Level (AQL) Method of Surveillance

A001 Technical/Analysis Reports, General

• All Site and Vendor Sign-Off Forms, Drawings signed by appropriate RO (or RO Alternate) and uploaded into ITSM, with no requirements to return to the site

• All forms completed within prescribed timeframes

100% Inspection

A002 Inventory Tracking Report

• 100% accurate and timely reports delivered monthly on the 10th calendar day.

100% inspection

A003 Contract Status Report (CSR)

• Completed activities

• Documents and tracks contractor and Government identified program risks, including a description of the risk, the date the risk is identified, the date the risk is updated, a rating of the consequence (low to high) and likelihood (low to high), and risk treatment strategy

• Costs Expended by CLIN.

• Staffing Plan and Training Status

100% Inspection

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CDRL Title Acceptable Quality Level (AQL) Method of Surveillance

• Areas requiring Governmental action

• Statistics/Metrics as defined by EPoS/AFSS PMO

• Planned activities and Monthly Preventive

Maintenance Schedule.

• All other areas identified covered per PWS 3.4.2

A004 Contract Closeout Plan

• Must be delivered on time.

• Deliverable reflects knowledge and understanding of all requirements necessary to close out the contract, including government furnished equipment status, personnel closeout, and status.

100% Inspection

A005 Contract Closeout Report

• Reflects closeout, return and turnover of all equipment, status, and personnel access.

100% Inspection

A006 Invoice Support Documentation

• Materials contain required information and are delivered on time

• Revisions are minor (less than 5%) and are resolved in a satisfactory manner

Periodic Inspection

A010 Plan of Action and Milestones Plan of Action and Milestones

• Includes a work breakdown structure (WBS) that shows

• tasks required to complete the work and the dependencies of each task for the contract. Materials contain required information and are delivered on time at least 90% of the time.

• Revisions are minor (less than 5%) and are resolved in a satisfactory manner

Periodic Inspection

A011 OCONUS

Deployment Package

• Materials contain required…