TINKER AFB MHE STATEMENT OF WORK RENEWAL.pdf

SOURCE SELECTION INFO – SEE FAR 2.101 & 3.104

Defense Logistics Agency

DLA Installation

Operations (DM-FR)

STATEMENT OF WORK (SOW)

DLA Aviation Tinker

Revised 2/20/18

STATEMENT OF WORK

1 SCOPE OF WORK

DLA Aviation Tinker AFB requires contractor support for repair and maintenance services of Government Owned Material Handling Equipment (MHE). The maintenance shall include two types of services: Preventive Maintenance (PM) (Scheduled), on call Remedial Maintenance (RM) (Unscheduled). The Equipment Inventory List (attachment #1) is provided to identify each piece of equipment that requires maintenance service. The Maintenance Task Charts (attachment #2) are provided to define the preventive maintenance requirements. The Equipment Inventory List and the Maintenance Task Charts are subject to modification by the Government when equipment addition(s) and/or deletion(s) are required due to equipment disposal or replacement.

The term “equipment” as used herein includes, but is not limited to all material handling equipment (MHE), battery chargers, motor vehicles (wheeled or tracked), off highway utility vehicles, semi and warehouse trailers, and warehouse sweepers, and any equipment used in support of the daily warehouse operations.

Equipment Quantity Preventative Maintenance Frequency

Forklift 13 Semi-Annual

Scooters 27 Semi-Annual

Battery Chargers 10 Annual

Sweeper Scrubber 1 Annual

Shrink Wrapper 2 Annual

Warehouse Trailers 12 Semi - Annual

Warehouse Tractors 2 Annual

Stock Selector 4 Semi - Annual

Skid-Steer Loader 2 Semi-Annual

Manual Hydraulic Stacker 1 Annual

**A full list of equipment is provided in an Attachment to this SOW**

The Government will reserve the right to change the frequency of the PM’s based on the utilization of the equipment.

Before the PM schedules are made contractor must verify with the government the Maintenance Frequency.

Once award is made contractor shall verify equipment serial numbers for accuracy.

2 BACKGROUND

The Contractor shall provide Preventive Maintenance (PM) Service & and on call maintenance for the equipment listed in the Equipment List as specified in the attached maintenance task charts.

3 GENERAL OBJECTIVES

The Contractor shall provide all labor, equipment, tools, materials, replacement parts, and supervision necessary to perform Preventive (scheduled) and Remedial (unscheduled) Maintenance on Government owned equipment as defined in the Statement of Work (SOW). Equipment consisting of forklifts of various sizes and manufactures, Wheeled Scooters and Golf carts of various manufactures.

All equipment is currently located at various buildings throughout each activity at DLA Aviation Tinker AFB, Oklahoma City, OK.

4 PREVENTIVE MAINTENANCE (PM) Scheduled)

4.1 The objective of Preventive Maintenance (PM) is to protect the equipment capability and investment by removing causes of failure and making adjustments to compensate for normal wear before failures occur by providing for systematic inspection, detection, and correction of failures.

4.2 Preventive Maintenance will include basic service and should be done IAW Maintenance Task List. Contractor personnel will come prepared with all the basic service materials: (Filters, Lube, fluids, Tools, etc.)

4.3 All oil, lubricants, filters, and air cleaners shall be the type recommended by the equipment manufacturer or equal to. All repair parts required as a result of a PM as noted on the PM Task Lists, shall be part of the PM Price (repairs outside of those specified on the PM Task List discovered during the PM, shall be accomplished under Remedial Maintenance, with the prior approval of the government). Parts used for PM and requirement in the performance of PM shall not be invoiced separately and are included in the PM prices. Major deficiencies or required repairs discovered during PM procedures, will be brought to the attention of the government, who will advise the contractor as to whether to complete the repairs. Major deficiencies or repairs are defined as those over $250.00.

4.4 The contractor shall wipe down and clean all MHE of accumulated grease, oils, grime and dirt paying attention to areas where greases, oils, and fluids could leak and adhere onto the equipment and components as a routine part of any preventive maintenance activity.

4.5 The Contractor shall provide Preventive Maintenance (PM) Service for the equipment listed in the Equipment List as specified in the attached maintenance task charts, (Enclosed, for information only, Maintenance Task List and Equipment List). All replacement parts, materials, environmental compliance and Contractor personnel transportation used for preventive maintenance services shall be included in the contract unit price for preventative maintenance service.

4.6 PM scheduling will be accomplished by the Government utilizing an automated (computerized) database, known as the Defense Property Accountability System (DPAS) and the Government has the right to make changes to the DPAS System. Based on previous maintenance services and recommended maintenance intervals from the Government, and the manufacturer specification. The DPAS will automatically generate a DPAS Maintenance Work Order (Enclosed, for information only, Attachment #3) on the day each maintenance service is due or the Contractor can coordinate with the Government with an alternative schedule. If scheduling will be accomplished by utilizing the DPAS system the

Government will provide the PM schedule (Planned PM Report) due dates to the Contractor within 15 days of the scheduled PM services. The Contractor shall accept or propose an alternate schedule within 5 days. The Government will accept or reject any or all Contractors proposed changes within 5 days of receipt of the Contractor’s proposed schedule. Acceptance or rejection of any or all proposed changes will not result in any cost adjustments.

4.7 The Government Representative or Equipment Manger will provide to the contractor, Individual Equipment Work Order (EWOs) (Attachment #4) for all equipment due for PM that day. Work orders will identify the equipment job order number, and each PM to be completed. Upon completion of the PM, the contractor shall annotate on each work order the time utilized to perform each task identified, the parts used (by part number, part name, quantity, and the cost per unit), and the name of the mechanic(s) performing the PM, and any other information required on the form except for those items to be completed by the COR. Within 1 day of work completion, the performing contract technician will submit the work order to the DLA equipment manager or his assistant. The DLA equipment manager or assistant will test and confirm successful completion of the requested work. If work is accepted, the DLA equipment manager or assist will sign and date the work order as acceptance of the equipment by DLA. Within 2 days of acceptance of the work by DLA, the contractor will provide the work order and invoice to the DLA COR for entry into DPAS system. DLA DPAS data entry person (COR or other qualified person) will enter work order information into DPAS within 24 hours days of receipt of work order and invoice.

4.8 The Contractor shall notify the government when the technician will come to troubleshoot or make the necessary repairs to the equipment.

4.9 All repairs required as a result of preventive maintenance inspection that are outside of those specified on the PM Task List shall be accomplished under Remedial Maintenance, with the approval of the Government POC.

5 REMEDIAL MAINTENANCE (RM) (Unscheduled)

5.1 This maintenance service includes all actions to diagnose equipment malfunctions, deficiencies found during the Preventive Maintenance service and any Emergency Repairs, Work Stoppages that has been identified as such, that are needed to restore equipment back to normal operating condition.

5.2 The Government POC/QAP will advise the Contractor of the suspected problem and request an evaluation. The Government will generate a EWO for repair requirements. The Equipment Job Order Number (EJON) will be the primary means of identifying the piece of equipment, but is not limited to the serial and model number. The Contractor will inspect the equipment, advise the Government POC of the problem and provide a cost estimate within 2 days. If the Contractor determines that repairs need to be performed off-site, the Contractor shall notify the Government POC in writing providing the EJON, serial number and estimated date for return of the equipment. The Contractor will begin repairs only after approval by the Government POC is given. If repairs are more extensive, or cost more than originally estimated, or are determined to exceed seventy (70) percent of the value of a new and identical item of equipment, the Contractor will obtain the approval of the Government POC before continuing work. Tire repairs and replacement of tires must be authorized by the Government POC. Tire installation and disposal fees shall be billed under parts for remedial maintenance. Government POC approval is required before equipment is removed from site. The Contractor shall comply with all applicable laws, regulations and requirements regarding over-the-road permits. The Contractor shall be responsible for obtaining all necessary permits required to transport Government owned equipment to and/or from the repair facility. In the event of damage/wreckage to Government owned equipment during transportation, the Contractor shall be liable for the total cost of repairs and/or replacement.

5.3 Within 1 day of work completion, the performing contract technician will submit the work order to the government POC. The government will test and confirm successful completion of the requested work. Equipment is ready to return back to service. If work is accepted, the government will sign and date the work order as acceptance of the equipment by the government. Within 5 days of acceptance of the work by the government, the contractor will provide the work order and invoice to the Government POC/QAP for entry into DPAS system. DLA DPAS data entry person (Government POC or other qualified person) will enter work order information into DPAS within 24 hours days of receipt of work order and invoice.

5.4 Upon completion of the RM, the Contractor shall annotate on each EWO the time utilized to perform each task identified, the parts used (by part number, part name, quantity and the cost per unit), and the name of the Contractor personnel performing the RM. The contract manager shall approve, sign and date, and submit all completed EWOs to the Government POC within 2 day of RM completion. The Government will enter the data into the DPAS equipment records within 3 days.

6 EMERGENCY SERVICE

6.1 Emergency Service calls are equipment malfunctions or situations that have been determined by government to be work stoppages or determined to be an imminent concern and therefore should be corrected/repaired immediately and fall outside the normal period of performance, which could fall at the end of work day/work. Government will then make the determination how coordinate repairs.

6.2 Emergency Service includes the diagnosis and correction of any equipment malfunctions and failures, replacement of malfunctioning parts, replacement of defective parts required to bring the equipment back to an acceptable operating condition under emergency conditions. Such repairs are to be initiated outside of the normal working hours or any equipment that will cause work stoppages due to the malfunction. Contractor shall respond to an Emergency Service Request within four hours.

7 TECHNICAL INSPECTIONS

7.1 The Contractor shall perform a Technical Inspection (TI) using Defense Logistics Agency (DLA) Form 1703 Vehicle Technical Inspection as Equipment as requested by the Government POC to facilitate equipment redistribution and/or disposal decisions.

7.2 The technical inspection shall consist of the inspection and diagnosis of items and/or components on equipment identified in the Equipment Inventory List. Results will be prepared on DLA Form 1730 and submitted to the QAP and Government POC.

7.3 The Contractor shall identify, on DLA Form 1730, the results of the inspection (diagnosis), condition of items and/or components inspected (satisfactory, repair, or replace), estimate of labor hours and parts cost for each item requiring repair or replacement, and estimated cumulative repair cost (labor and parts) of the equipment being inspected.

8 PERFORMANCE SCHEDULE

8.1 The Contractor shall meet with Government to come up with an effective work plan/schedule and submit to the Government POC/CO. Contractor is not limited to using government’s DPAS system, however what is used must comply IAW manufacturer maintenance intervals and will be approved by the Government.

8.2 The first PM will be scheduled 20 days after the notice to proceed (NTP) is issued.

8.3 Preventive maintenance services shall be completed within 5 days of scheduled service, unless otherwise approved by the QAP/ Government POC.

8.4 Remedial maintenance services shall be responded to on site by Contractor personnel within 8 hours after verbal notification by the QAP/Government POC. Remedial maintenance services shall normally be completed within 72 hours after initial verbal notification by the Government POC, unless otherwise approved by the Government POC. If, however, the Government notifies the Contractor that the piece of equipment requiring maintenance service is considered mission critical and is a ‘WORK STOPPAGE” then the Contractor will need to respond on site within 4 hours unless otherwise instructed by the Government POC/ QAP.

8.5 Technical inspection services, to include submission of completed DLA Form 1730, shall be completed within 48 hours of Government POC request.

9 REPLACEMENT PARTS / PRODUCTS

9.1 The Contractor shall use only new parts, or parts which have been refurbished to “like new” condition which enable the part to function or operate at a level equal to the specification of the original equipment. The invoice and EWO shall indicate if a “like new” part has been installed or used in the repair of the equipment.

9.2 Parts used for PM shall not be invoiced separately but shall be included as part of the PM unit prices.

9.3 All replacement tires shall meet the same size and function as the original tire and shall be of equal quality. Tires will be removed and repaired when items such as glass, nails, and other sharp metal objects are found.

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

9.5 The Contractor is responsible for obtaining equipment maintenance service manuals that are not available from the Government.

10 WARRANTY

10.1 The Contractor shall take advantage of every manufacturer warranty provision on equipment to include labor and parts. The DPAS work orders indicate the warrant expiration date. Warranty items shall be furnished by the manufacturer and labor for warranty work performed by the Contractor shall be reimbursed by the manufacturer. Warranty disputes shall be directed to the Government POC. The Contractor shall indicate the date the manufacturer was called on the work order with a follow-up call if the manufacturer does not respond in a timely manner. The Contractor shall inspect each piece of equipment after warranty work is performed to ensure that equipment has been repaired and is safe to operate.

10.2 DAMAGED EQUIPMENT

10.3 Occasionally MHE is damaged by the operator. The Government POC shall be notified of all damages that are not due to normal wear and tear to include warranty items. The DPAS work order shall be returned as “Damaged” and an estimate to repair (parts and labor) shall be included on the work order. The Contractor shall not repair equipment until approval has been obtained from the Government POC.

11 EQUIPMENT WORK ORDERS (EWOs)

11.1 The Government POC will provide the Contractor a DPAS generated Equipment Work Order (EWO) form for all PM and RM services provided. All EWOs shall contain the information listed below, as applicable to PM or RM services, and shall be submitted with invoices as support documentation within 5 working days after completion of the maintenance services (depending on the type of schedule).

o DLA Registration Number (five digit number) o Equipment Job Order Number (EJON) o Date and time of service call notification and arrival at Government location o Model, serial number and location of the equipment involved o For PM, the labor hours spent to perform each task identified o For RM, labor hours and associated labor rates worked o For PM and RM, all replacement parts used by part number, part name, quantity and cost per unit which shall supported by actual supplier invoices, published price lists and/or proof of payment o Description of malfunction and work/service performed, and corrective action taken if action is a repair o Equipment hour meter reading and odometer reading o Legibly printed name of Contractor personnel who accomplished work o Contract manager's signature and date certifying authenticity of work

12 LOAD TEST AND CERTIFICATION

12.1 For all lift capable equipment, a selective inspection and either a load test or other appropriate proof test and certification shall be made after adjustment, repair, replacement, or alteration/modification of a load bearing or load controlling part or component. The load test or other appropriate proof test need only be performed where the adjustment, repair, replacement or alteration/modification if not performed correctly, could result in dropping, uncontrolled shifting, or movement of the load. If holding strength is a function of the parts or components affected by the maintenance work, a load test and certification shall be performed. The Contractor shall maintain records on completed load testing and certifications and shall make available to the KO or Government POC for review on request.

13 PERSONNEL

13.1 Contract Manager

13.2 The Contractor shall provide a Contract Manager who shall be responsible for the performance of the work under this contract. The name of this person and an alternate who shall act for the Contractor when the Manager is unavailable shall be designated in writing to the Contracting Officer.

13.3 The Contract Manager or alternate shall have full authority to act for the Contactor on all contract matters relating to the daily performance of work under this contract.

13.4 The Contract Manager or alternate shall be available Monday through Friday, excluding federal holidays, between the hours of 0700 and 1700 to meet on the installation as required by the Government POC/QAP to discuss problem areas. The Contractor shall provide telephone numbers of the contract manager and alternate(s) who shall be available by telephone during the times stated above.

14 CONTRACTOR PERSONNEL

14.1 Contractor personnel shall wear required Government furnished badge, and be easily recognized.

This may be accomplished by Contractor personnel wearing distinctive clothing bearing the name of the company and/or by wearing appropriate badges which contain the company name and employee’s name.

14.2 The Contractor shall not employ any person who is an employee of the United States Government if the employment of that person would create a conflict of interest, nor shall the Contractor employ any person who is an employee of the Department of Defense, either military or civilian, if such employment would be contrary to the policies contained in Defense Logistics Agency Regulations (DLAR) 5500.1, STANDARDS OF CONDUCT.

14.3 Contractor personnel shall comply with directives pertaining to operation of privately owned vehicles on Tinker Air Force Base.

14.4 The Contractor shall assure that Contractor personnel completely understand the requirements of this Statement of Work. All Contractor service technicians must have sound mechanical aptitude and ability; must have basic understanding of machinery, both mechanical and electrical; must have the ability to understand and comprehend technical Manuals, drawings, diagrams and any other technical data supplied by various manufacturers. All Contractor service technicians must have working knowledge of diagnosis and repair for the types of equipment included in this SOW and be capable of diagnosis and repair of all the following systems:

INTERNAL COMBUSTION EQUIPMENT ELECTRONIC POWERED EQUIPMENT

Transmission All Electric Motors Engine Electric Control Panels Hydraulic System Hydraulic System Upright Wire Guide Systems Drive Axle and Brakes Drive Axle and Brakes Steering Axle and Brakes Steering Axle and Brakes Electrical System Charging Equipment System Electronic Control Panels/Computer boards Electronic Control Panels/Computer boards

All Contractor service technicians must also have the ability to diagnose and repair various attachments that may be applied to industrial lift trucks and other equipment (i.e. scales, safety chains, etc.).

15 EMERGENCY CONTRACT

15.1 The contractor shall provide to the Quality Assurance Personnel (QAP)/Contract Office Representative (Government POC) the name of the manager or designee who will be available by phone or pager to support contingencies and to respond to emergencies as required on this contract.

16 QUALITY CONTROL PLAN

16.1 The Contractor shall establish and maintain a complete Quality Control Plan to ensure the requirements of the contract are provided as specified. One copy of the Contractor’s Quality Control Plan shall be provided to the Contracting Officer on the contract start date and as changes occur.

The Plan shall be subject to the Contracting Officer’s approval.

16.2 The plan shall include, as a minimum, items listed below:

16.3 The plan shall include an inspection system covering all the maintenance and repair services required by this contract and any other areas deemed necessary by the Contractor. The plan must specify the services and equipment to be inspected on either a scheduled or unscheduled basis, how often inspections will be accomplished, or the Contractor personnel who will perform the inspections including their title and qualifications.

16.4 The plan shall include the method for identifying and preventing defects in the quality of service performed before the level of performance becomes unacceptable.

16.5 The plan shall include on-site records of all inspections conducted by the Contractor and any necessary corrective action taken. This documentation and all records and schedules, as described in the SOW, that are the responsibility of the Contractor, are the property of the Government and shall be made available to the Government during the term of the contract.

17 QUALITY ASSURANCE

17.1 The Government POC is responsible for performing Government quality assurance functions for all services and supplies furnished under this contract. Contractor performance is subject to review by the Government POC and contracting officer. Additional Government personnel may observe or inspect Contractor operations during the performance of this contract. Upon contract award, the identity of the Government POC, his duties and authority will be promptly furnished to the Contractor.

17.2 The Government POC will advise the contract manager in person when discrepancies occur, and will request corrective action. The Government POC will make annotation of the discrepancy; the date and time the deficiency was noted, and will request the contract manager (or authorized representative) initial the entry.

18 HOURS OF OPERATION

18.1 The Principal Period of Maintenance (PPM) for Preventative Maintenance (PM) and Remedial Maintenance (RM) is Monday through Friday, 0700 – 1600 hours, excluding federal holidays. The Government observes the following federal holidays:

Holiday Date

New Year’s Day 1 January Martin Luther King Jr. Birthday Third Monday in January Presidents Day Third Monday in February Memorial Day Last Monday in May Independence Day 4 July Labor Day First Monday in September Columbus Day Second Monday in October Veterans Day 11 November Thanksgiving Fourth Thursday in November Christmas 25 December

If the holiday falls on a Saturday, it will be observed on the preceding Friday. If the holiday falls on a Sunday, it will be observed on the following Monday. The Contractor shall not be required to perform services on these days. Also, in the event an Executive Order issued by the President of the United States declares Agencies of the Federal Government closed on a Contractor scheduled service date, the Government POC will advise the Contractor on whether services should be performed for that day or services should be rescheduled.

19 ENVIRONMENTAL COMPLIANCE

19.1 The Contractor shall comply with all Federal, State and Local regulations as well as DLA and Host installation rules and policies regarding the use, storage, transport and disposal of hazardous materials and wastes.

19.2 Hazardous work processes and hazardous materials utilized or generated in the performance of this contract shall be controlled and disposed of by the Contractor in a manner that is safe IAW the appropriate local, state and US Government laws and directives established for the control of those processes and materials.

19.3 The Contractor shall provide for clean-up of all hazardous and non-hazardous spills when they may occur in, around, or as a result of the Contractor’s operation. The Contractor shall also provide for transportation and disposal off the facility of all hazardous and non-hazardous waste products generated in the performance of this contract. The Contractor shall immediately notify the Government POC of any hazardous waste spills.

20 SECURITY REQUIREMENTS

20.1 The Contractor or authorized representative shall submit to the Government POC/QAP a roster identifying all Contractor personnel who will be performing under this contract and require access to government equipment. The roster at a minimum should include the following information about each individual. An updated roster and individual information shall be provided to the Government POC/QAP when any Contractor personnel changes occur.

o Name (last, first, middle, initial) aliases o Name of Company o Gender o Race o Date of Birth o Social security number o Place of Birth

20.2 The roster shall be furnished to the Government POC within 5 days from the date of award.

When changes occur to Contractor personnel, the Contractor shall provide an updated roster and individual information to the Government POC within two (2) working days. The prompt submission of this information will keep to a minimum any delay and inconvenience to the Contractor and Contractor personnel in performance of the contract.

20.3 Contractor personnel must bring personal identification and all completed forms to the Site Security Officer for badge photograph and identification when notified by the Government

POC.

20.4 The Contractor and Contractor personnel shall comply with all security requirements imposed by the installation commander at all times while on the installation. Contractor personnel involved in civil crimes and/or other incidents of misconduct may be restricted entry to the base. The Contractor is responsible for insuring the badges are returned within three days of employee termination or contract completion.

20.5 The Contractor shall prohibit the use of Government issued keys or Electronic Access Cards by any persons other than Contractor personnel. The Contractor shall prohibit the opening of locked areas by Contractor personnel to permit entrance of persons other than Contractor personnel engaged in the performance of assigned work in those areas.

20.6 The Contractor and/or representative shall contact the Government POC/QAP or government representative for directions to the base if unknown. The Contractor shall schedule all site visits in advance to avoid interruption to mission actives. After arriving at the designated gate’s parking area, the contractor shall telephone the government POC for further instruction to be escorted on the base.

21 SAFETY REQUIREMENT

21.1 The Contractor shall conform to all applicable safety standards published in the Federal Register or any other national OSHA Public Laws 91.596.

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

21.3 Government safety personnel may observe Contractor operations/processes at any time on Government premises. Imminent danger situations shall be corrected on the spot; other safety issues shall be processed through the Government POC.

21.4 Emergency Medical Services

21.5 The Government will provide emergency medical treatment and emergency patient transportation service for Contractor personnel. The Contractor shall reimburse the Government the cost of medical treatment and patient transportation service at the current impatient or outpatient treatment rate as appropriate. Government will provide emergency numbers.

21.6 Fire and Emergency Services

21.7 The government will provide general on-base fire protection services. The contractor shall comply with fire prevention rules and regulations enforced by Fire Prevention Branches. Call 911 for emergencies.

Note: Calling 911 from a cell phone will be received by off base emergency 911 systems, causing a delay in response time by emergency personnel. When possible use a base telephone to receive on base help.

22 GOVERNMENT-FURNISHED PROPERTY (GFP) AND SUPPORT SERVICES

22.1 Work Areas

22.2 The work areas available during performance of this contract include inside work spaces close to equipment location. The Contractor shall be responsible for the orderliness and cleanliness of all areas utilized in the performance of this contract. These areas will be neat and clean, free from fire and safety hazards and unsanitary conditions.

22.3 Utilities

22.4 The Government will make available at no cost to the Contractor water and electricity for Contractor connection at Government provided work areas. The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions which preclude the waste of utilities and shall include the following:

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

22.6 Mechanical equipment controls for heating, ventilation, and air conditioning systems shall not be adjusted by the Contractor or by Contractor personnel in Government areas unless authorized.

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

22.8 Government telephones shall not be used for personal reasons or for any toll or long distance calls unless authorized by the Government POC. Telephone access will be made available for the Contractor’s use for local calls only. Long distance and toll calls require prior authorization by the Government POC, and will be limited to credit cards only. Telephone billing will be monitored by the Government POC on a monthly basis. Unauthorized calls by the Contractor will be reported to the contracting officer for resolution.

23 GOVERNMENT OBSERVATIONS

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

24 DOCUMENTATION AND RECORDS

24.1 All documentation, records, and schedules, as described in this SOW, which are the responsibility of the Contractor, are the property of the Government and shall remain so upon termination or completion of the contract. The Contractor shall keep these items current. Documentation, records, and schedules shall be turned over to the Government upon termination or completion of the contract.

All documentation, records, and schedules are subject to the Freedom of Information Act and Privacy Act.

25 DEFENSE PROPERTY ACCOUNTABILITY SYSTEM (DPAS)

25.1 Provides maintenance related data such as equipment description, identification, activity comment codes, life expectancies, maintenance costs, parts availability, condition codes, utilization, warranty information, and location data to help process and record maintenance actions. The system also provides the capability to schedule maintenance and generate equipment work orders.

26 INSTALLATION SECURITY

CONTRACTOR ACCESS AND USE OF PREMISES

1. Security Requirements Defense Logistics Agency (DLA):

a. No employee or representative of the Contractor will be admitted to the work site unless he/she furnishes satisfactory proof that he is a citizen of the United States or an alien who has been lawfully admitted for permanent residence, or who presents evidence from the Immigration and Naturalization Service that employment will not affect his immigration status.

b. Personnel Information: All authorized non-military personnel utilizing the base are required to have in their possession at all times an installation visitor pass or access control badge. In order to obtain pass/badge, the Contracting Officer or designee will request personal identifiable information (PII) from each contractor and submit it to Security a minimum of 7 working days prior to start of work.

c. Official Capacity: The Contractor shall comply with visitor pass requirements for the performance of work.

d. The DLA Security Department will run a criminal history check on Contractor employees as a condition of employment. Official proof of identity or naturalization papers may be required, which will be retuned once entered into the security computer system. Based on the results of the criminal history check, the Vetting Official (VO) will or will not grant entry to the installation based on guidance set forth by the Installation Commander. If entry is denied, the Contractor will be immediately notified. DLA Security may require updating or rechecking criminal history based on the duration of the contract.

NOTE: The VO will deny access to any person who the Installation commander has deemed unfit for unaccompanied access.

e. Proof of Identity: Official identification consists of any current Government issued picture identification. Examples- of official identification are valid state issued driver's license, military ID card, military dependent ID card, green card, etc. Expired identification is not valid.

f. Pass or Badge Management: Expired, invalid, inaccurate, inoperative or terminated Pass or Access Control Badge shall be returned to the Contracting Officer or his designee for disposition. These cards are the property of the U.S. Government and shall not be retained by the cardholder upon expiration, replacement, or when the DoD affiliation of the employee has been terminated. If the Pass or Access Control Badge is lost or stolen a police report will be completed and a new request will be submitted by the Contracting Officer or designee. Compliance with this requirement is mandatory and certification thereof to the Contracting Officer is required prior to submitting final invoices. Failure to return badges will hold up Contractor's final payment.

g. Contractor Security Responsibilities: The contractor is responsible for employees and subcontractors under their employment. Contractors will ensure that employees are familiar with and obey installation traffic, safety, and security regulations. Contractor employees, including subcontractors, are required to wear the ID card conspicuously on their outer clothing and above the waist at all times while working on this Center. Personnel are subject to challenge and removal from the work area if the ID card is not being worn. It is the COR/designee’s responsibility to enforce this requirement. Failure to do so is just cause for ordering that work on a contract be stopped.

h. Unofficial photography, cameras, or photographs are prohibited. When official photographs are required, submit a written approval request containing specific justification and details to the Contracting Officer 5 days prior.

i. Firearms, Weapons, Alcoholic Beverages, Illegal Drugs, and Contraband are prohibited. Violators may be prosecuted. State issued/authorized concealed weapons permits are not valid on Federal (DLA) property.

j. Trusted Traveler Program (TTP): Contractors are not authorized to use the TTP to escort individuals on to the installation.

k. DLA is not responsible for job site security. Removal of material from job-site and Installation are subject to security checks. The contractor is to notify DLA security of anyspecial measures (watchmen, alarm, etc.), security concerns, security problems, or unusual activities within the job site.

2. TRAFFIC LAWS AND ENFORCEMENT:

a. Motor Vehicle Operation: Ingress and egress of personnel will be subject to the DLA security regulations. All personnel must be made aware of the base speed limits which is 25 mph (unless otherwise posted). Speed limits are enforced and violators will be ticketed. DLA traffic violations are processed through the federal court system.

b. Seatbelts are MANDATORY.

c. Use of cellphones while driving is prohibited.

d. Parking is in designated areas only, between two white lines. No parking is permitted in fire lanes, on seeded areas, in reserved parking slots, or assigned handicapped parking. Any equipment or vehicle that does not fit within a standard parking space must contact the Contracting Officer to determine a designated area for parking such equipment or vehicle.

e. Traffic accidents should be reported immediately to the DLA Emergency Dispatch by calling 911 or for non-emergencies.

f. All personnel entering the installation are subject to random vehicle inspections/searches at any time while on the Installation. The purpose of these inspections is to detect the theft of Government and private property, firearms, weapons, alcoholic beverages, illegal drugs, or contraband.

27 DISCLOSURE OF INFORMATION

Information made available to the Contractor by the Government for the performance or administration of this effort shall be used only for those purposes and shall not be used in any other way without the written agreement of the Contracting Officer. The Contractor agrees to assume responsibility for protecting the confidentiality of Government records, which are not public information. Each Contractor or employee of the Contractor to whom information may be made available or disclosed shall be notified in writing by the Contractor that such information may be disclosed only for a purpose and to the extent authorized herein.

28 SECTION 508 COMPLIANCE REQUIREMENTS

Any/all electronic and information technology (eit) procured through this effort must meet the applicable accessibility standards at 36 cfr 1194. 36 cfr 1194 implements section 508 of the rehabilitation act of 1973, as amended, and is viewable at http://www.section508.gov.

28.1 PERMITS

The Contractor shall, without additional expense to the Government, obtain all appointments, licenses, and permits required to perform under this contract. Evidence of such permits and licenses shall be provided to the Contracting Officer and/or his designated representative before work commences and at other times as requested by the Contracting Officer and/or his designated representative.

29 PAYMENTS FOR UNAUTHORIZED WORK

No payments will be made for any unauthorized supplies/services or for any unauthorized changes to the work specified in this SOW; this includes any services performed by the Contractor of their own volition or at the request of an individual other than a duly appointed Contracting Officer. Any additional work to http://www.section508.gov/ be performed beyond the terms of this SOW must be approved by a Contracting Officer in writing prior to the commencement of such work; thus only a duly appointed Contracting Officer is authorized to change the specifications, terms, and conditions under this effort.

29.1 INVOICING AND PAYMENT SCHEDULE

The invoice shall be submitted no more than once a month. The invoice should include the specific performance standards performed and accepted, and associated performance payments being invoiced for the month. Invoices are to be sent directly to the COR electronically at the address included in this SOW. Within seven days of the receipt of the invoice, the COR will review for accuracy and payment will be certified in the WAWF system by the CO or COR. The requirements of a proper invoice are subject to FAR 52.232-25 - Prompt Payment. The vendor may check on the status of their invoice(s) by registering for My Invoice at https://myinvoice.csd.disa.mil/ or contacting DLA at (800) 756-4571.

The following correct information constitutes a proper invoice per the Prompt Payment Act standards, and/or is required documentation for payment requests submitted electronically into the Wide Area Work Flow (WAWF) System - Hard copy invoices cannot be accepted.

(1) Name and Address of Contractor or Vendor

(2) Invoice date

(3) Contract number (including the order/call number where applicable), or other authorization for delivery of goods or services. Note: DO NOT USE THE BID OR SOLICITATION NUMBER.

(4) Invoice number, account number, and/or any other identifying number agreed to by contract.

(5) Shipment Number, including the date (where applicable). Same as Block 2 of the DD Form

250. (See “Shipment Number Construction and Usage”, page 13 for format).

(6) Description: line item number, National Stock Number, Manufacture’s Part Number, unit of measure, quantity shipped, unit price, and extended amount, where applicable.

(7) Shipping and payment terms (unless mutually agreed that this information is only required in the contract); including terms of any discount for prompt payment offered.

(8) Electronic Funds Transfer (EFT) banking information, unless agency procedures provide otherwise, or except in situations where the EFT requirement is waived under 31 CFR 208.4.

(9) Point of Contact (POC) name (where practicable), title and telephone number of person to notify in the event that the invoice is defective.

(10) Other substantiating documentation or information required.

The contractor’s failure to include the necessary information will result in invoices being rejected.

a. Back up documentation (such as timesheets, receiving reports etc.) can be included and attached to the invoice in WAWF. Attachments created in any Microsoft Office product are attachable to the invoice in WAWF. Maximum size limit of each attachment is 2 Megabytes (MB).

Total size limit for all files is 5MB.

b. After clicking the “submit” button, a Notice of Successful/Unsuccessful Submission will appear.

This screen contains a “Send More E-Mail Notifications” button. Click on this button and add the email addresses for the Program Office and others as desired. Notification shall be provided for each invoice submitted.

WAWF Tools and Help

a. The vendor may have their CAGE code activated (required only first time) in WAWF by calling 866-618-5988. Once activated, the vendor should self-register at the web site https://wawf.eb.mil.

b. Vendor training is available at: http://www.wawftraining.com. Additional support can be obtained by calling the DISA Ogden Help Desk at 1-866-618-5988 or e-mailing to cscassig@ogden.disa.mil.

http://www.wawftraining.com/ mailto:cscassig@ogden.disa.mil mailto:cscassig@ogden.disa.mil

WAWF Vendor “Quick Reference” Guides are located at:

https://acquisition.navy.mil/rda/home/acquisition_one_source/ebusiness/don_ebusiness_solutio ns/wawf_overview/vendor_information.

30 PERSONNEL AND RELATED REQUIREMENTS

30.1 CONTRACTOR EMPLOYEES

Contractor personnel shall present a neat appearance and be easily recognized as Contractor employees by wearing a Security Identification Badge at all times above the waist while on Government premises. When Contractor personnel attend meetings, answer phones, and work in other situations where their status is not obvious to third parties they must identify themselves as such to avoid creating the impression that they are Government employees.

31 PERIOD OF PERFORMANCE

The period of performance shall be for one (1) Base Period of 6 consecutive months and one (1) 6 consecutive month option period. The estimated Period of Performance reads as follows:

Base Period- 4/1/2018-09/30/2018

Option Period 1- 10/1/2018-3/31/2019

32 PLACE OF PERFORMANCE

DLA Aviation Tinker AFB, Oklahoma City, OK

33 ADMINISTRATIVE CONSIDERATIONS

To promote timely and effective administration, correspondence will be subject to the following procedures:

• Technical correspondence (where technical issues relate to compliance with the requirements herein) will be addressed to the CO with an information copy to the COR.

• All other correspondence, including invoices, (that which proposes or otherwise involves waivers, deviations or modifications to the requirements, terms or conditions of this SOW) will be addressed to the COR with an information copy to the Contracting Officer.

34 POINTS OF CONTACT

34.1 CONTRACTING OFFICER

Primary:

Click here to enter text.

Comm. Phone: (804) 279- Click here to enter text. Fax: (804) 279-Click here to enter text.

Email: Click here to enter text.@dla.mil DLA Contracting Services Office (Richmond) 8000 Jefferson Davis Highway Richmond, Virginia 23297-5441

34.2 CONTRACT SPECIALIST

Name: Shyra Cullins mailto:text.@dla.mil

Comm. Phone: (804) 279-5014 Fax: (804) 279-3246 Email: shyra.cullins@dla.mil

DLA Contracting Services Office (Richmond) ATTN: Shyra Cullins 8000 Jefferson Davis Highway Richmond, Virginia 23297-5441

34.3 CONTRACTING OFFICER REPRESENTATIVE (COR)

The Installation Support at Richmond COR point of contact is:

Primary: Troy Crawley Comm. Phone: (804) 279-4795 Fax: (804) 279-2341 Email: troy.crawley@dla.mil DLA Installation Support at Richmond 8000 Jefferson Davis Highway Richmond, Virginia 23297-5000

CONTRACTOR MANPOWER REPORTING LANGUAGE FOR CONTRACT

PERFORMANCE WORK STATEMENTS AND RELATED BACKGROUND

INFORMATION

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Preventive and Remedial Maintenance 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 2013. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil/.

ATTACHMENTS:

#1-Equipment Inventory List #2-Maintenance Task List #3-Maintenance Work Order #4-Blank DPAS #5-CAC procedures

SOURCE SELECTION INFO – SEE FAR 2.101 & 3.104

mailto:shyra.cullins@dla.mil mailto:troy.crawley@dla.mil http://www.ecmra.mil/ http://www.ecmra.mil/

EJON/DO

D serial Reg Key

EBS Asset Number

Motorpool Asset Number Eq Location Eq Type Descr Mfg Name Mfg Serial Num Model Rplc Cst Est Yr Mfg Life Exp Date In Service

License Code

Warranty exp date

Row Count=135 olumn = EJON tk1045 20105206 Bldg 2121 scooter 3 or 4 wheel elect. club car EB1048-153073 12,000 2010 6 3/1/2014 state tk1046 20105200 Bldg 2121 scooter 3 or 4 wheel elect. club car 5J5LC22B6AA153068 12,000 2010 6 state tk1118 155617752 20177812 Bldg 2121 Joe Stapleton vantage van gas Vantage LFB0C1354H6P00316 Van 14000 2017 5 4/5/2017 state tk1119 156617753 20177811 Bldg 9001 Heather Henning vantage van gas Vantage LFB0C1353G6P01911 Van 14000 2017 5 4/5/2017 state tk1120 155617754 20177815 Bldg 9001 Tomas Acosta vantage van gas (VV00373) Vantage LFBOC1355H6P00373 Van 14000 2017 5 5/23/2017 state tk1121 155617755 20177814 Bldg 3707 George Williamson vantage van gas (VV00372) Vantage LFBOC1353H6P00372 Van 14000 2017 5 5/23/2017 state tk1124 155617756 20177813 Bldg 3001 Russell Blanchard vantage van gas VV00371 Vantage LFBOC1351H6P00371 Van 14000 2017 5 5/23/2017 state tk1125 916017700 20178622 bldg 3705 door 17 forklift 4K propane Toyota 80787 8FGU20 25,000 2017 10 6/22/2017 tk1126 916017701 20178621 Bldg 9001 Post Q60 forklift 4K propane Toyota 80733 8FGU20 25,000 2017 10 6/22/2017 tk1127 916017703 20179854 Bldg 9001 Post Q60 propane forklift (Drexel) 6K Landoll R60LPi4-54-1706C-10407 R60LPi4 2017 6/16/2017 tk1128 Bldg 3001 MEE manual hydraulic stacker Vestil 170711 vhps-2000-aa 1,200 2017 5 10/6/2017 tk1129 Building 3705 door 17 fiddler electric Combilift 36354 combi-mr 2017 15 2/8/2018 tk1130 Building 3705 door 17 battery charger for fiddler applied energy 17W10599 24R0600E3DS 2017 15 2/8/2018 tk1131 Building 3001 North Annex shrink wrap machine I306-059-1151AQ tk1145 153011725 20105203 Bldg 3705 door 17 scooter 3or4 wheel elect. cushman 2752008 ind 875 15721.26 2011 6 4/6/2011 state tk1153 153014701 0 Bldg 3705 door 17 scooter 3or4 wheel elect. club car me1513539690 ca500 elec 12000 2014 6 10/29/2014 state tk1154 153014702 20211213 0 Bldg 2136 scooter 3or4 wheel elect. club car me1513539691 ca500 elec 12000 2014 6 10/29/2014 state tk1155 153014703 20211239 0 Bldg 2122 scooter 3or4 wheel elect. club car me1513539692 ca500 elec 12000 2014 6 10/29/2014 state tk1156 153014704 20211240 0 Bldg 9001 Post Q60 scooter 3or4 wheel elect. club car me1513539693 ca500 elec 12000 2014 6 10/29/2014 state tk1157 153014705 20211405 Bldg 2121 scooter 3 or 4 wheel elect. club car me1513539717 ca500 elec 12000 2014 6 10/29/2014 state tk1159 153014706 20211406 0 Bldg 9001, post Q60 scooter 3or4 wheel elect. club car me1513539718 ca500 elec 12000 2014 6 10/29/2014 state tk1161 153014707 20211672 0 Bldg 3001 post T-37 scooter 3or4 wheel elect. club car mh1513540506 ca700 elec 12000 2014 6 10/29/2014 state tk1162 153014708 20211684 0 Bldg 3001 MEE scooter 3or4 wheel elect.