Statement of Work - Preventative Maintenance and Calibration.pdf

STATEMENT OF WORK

for

Preventative Maintenance and Calibration

15 May 2023

1.1 BACKGROUND: The Aerospace Fuels Laboratory (AFPET/PTPLA) has a requirement for the calibration and preventative maintenance service of one (1)

FP925G2 Flash point tester; (S/N: 7237), two (2) OPTIDIST D86 units; (S/N: 04364 and 04365), one (1) Elements (S/N: NL12010102) and five (5) Phase Technology freeze point analyzers (S/N: FPA- 70Xi-201230158, FPA-70Xi-201330228, PSA-70Xi-201730674, PSA-70Xi- 202031007 and PSA-70Xi-201330199) with service to be performed at Wright- Patterson AFB, OH.

1.2 The Contractor will supply all necessary maintenance including but not limited to, labor, maintenance supplies, tools, test equipment, transportation, and other related services to keep the system in good operating condition as determined by the original manufacturer’s specifications. The Contractor shall not be liable for repairs necessitated by abuse, misuse, unauthorized modifications, neglect, accidents, improper operation, or any external causes including, but not limited to, fire, water, power failures, explosions, and acts of God. For the causes listed above, the Contractor shall submit in writing to the

Government a description of work required to repair the system and request the consent of the Government to restore the equipment to the good operating condition for which payment will be made under a separate contract. Maintenance service shall not include electrical work external to the equipment or the plumbing of water or gas supplies.

1.3 Contractor shall provide one (1) Preventative Maintenance (PM) service visit per year up to a maximum of five (5) years, which shall include but not limited to the following:

1. Inspection, adjustment, and calibration of system for proper operation.

2. Replacement of parts as indicated by the Contractor after inspection of the equipment covered under this maintenance agreement.

3. Unlimited technical telephone support. This visit will be scheduled after notification by the lab chief.

1.4 The Contractor shall provide unlimited emergency visits and repair service during regular business hours to meet published performance specifications for service other than operator function, damage by third party, acts of nature, etc. as required upon equipment failure. The monitoring Government representative will provide the contractor a detailed description, via telephone, of problems encountered. The repair service will include labor, travel, living expense, and major parts coverage.

Consumable parts will not be included in these contracts.

2.0 COMPETENCY OF CONTRACTOR PERSONNEL: All service performed under this contract shall be performed by competent personnel, fully trained to perform the required maintenance in accordance with the best commercial practices without unnecessary delays or interference with the government functions. The maintenance personnel shall have completed applicable maintenance training specified by the original equipment manufacturer for the maintenance of the equipment involved.

3.0 SPARE PARTS INVENTORY, TOOLS, AND INSTRUMENTS: The Contractor shall maintain, within one day delivery time to each site an inventory of spare parts of the type and quantities as recommended by the Original Equipment Manufacturer (OEM) for the number and type of units to be maintained. The Contractor shall maintain, within one day delivery time to each site an inventory of such tools and instruments as necessary to maintain the equipment properly and efficiently for the life of the contract. Only new standard parts shall be used in performing repairs.

4.0 SINGLE POINT OF CONTACT: The Contractor shall identify a 24-hour/seven day a week single point of contact (service facility and corresponding telephone number) for

Government personnel requesting services to be performed under this contract. If the point of contact is not within the local WPAFB calling area, the contractor shall provide a toll-free number for such service. The Contractor shall make answering arrangements to enable its maintenance representative to receive notice of a service request or provide an answering service or other telephone coverage to permit the Government to make timely contact through all periods of coverage.

5.0 DAMAGED MATERIALS: The Contractor shall replace any Government-owned materials, which are damaged by malfunction of Contractor-maintained equipment, Contractor-provided equipment, or by Contractor fault, with material of equal or better quality.

6.0 DOCUMENTATION: All documentation, software manuals, repair manuals, and other aids recommended by the OEM which are needed to perform maintenance under this contract shall be obtained by the Contractor in whose property it will remain. The Contractor shall acquire updated subscriptions for this documentation for the life of the contract. The

Government, as a party of the contract, shall not be required to aid in the acquisition of such documentation. OEM diagnostic software or equivalent shall be employed in performing maintenance services.

7.0 SECURITY CLEARANCE: Requirement for security clearance is not anticipated. If, however, security clearance is determined to be necessary, the Contractor shall ensure that maintenance personnel complete all security forms (personal history, fingerprint card, and other applicable details) within 30 calendar days following notification of the requirement form the Government.

8.0 PROOF OF RESOURCE: Upon request by the Government, the Contractor shall show evidence of proper level or resources to perform tasks under this contract, such as ownership or licensing of spare parts, diagnostic and repair tools, documentation and employment of personnel.

9.0 MAINTENANCE: The Contractor shall provide on-call, on-site maintenance service during the principal period of maintenance (PPM) of 1 year from the date of the contract. All maintenance will be done according to the OEM specification and standards.

9.1 Principal Period of Maintenance (PPM): The PPM for the listed equipment shall be 0800-

1600 hours (as specified by the time zone at WPAFB) Monday through Friday, excluding

Government holidays (New Years, Martin Luther King Day, President’s Day, Memorial

Day, Juneteenth, Independence Day, Labor Day, Columbus Day, Veteran’s Day, Thanksgiving, and Christmas).

9.2 Preventative Maintenance (PM): At least one (1) PM visit up to a maximum of five (5) years, which will include but not be limited to the following:

1. Inspection, adjustment, and calibration of system for proper operation.

2. Replacement of parts as indicated by the Contractor after inspection of the equipment covered under this maintenance agreement.

3. Unlimited technical telephone support. This visit will be scheduled after notification by the lab chief.

9.3 The Contractor shall provide unlimited emergency visits and repair service during regular business hours to meet published performance specifications for service other than operator function, damage by third party, acts of nature, etc, as required upon equipment failure. The monitoring Government representative will provide the contractor a detailed description, via telephone, of problems encountered. The repair service will include labor, travel living expense, and major parts coverage. Consumable parts will not be included in these contracts. These include: x-ray tubes, detectors, filaments, laser, sample holders, sample changer trays or magazines, crystals and flow counter windows accessories. Third party items are not covered unless specified.

9.4 The contractor, in a report indicating the time the service was requested as well as the time service was completed, will document all maintenance. The report shall also contain the type of service that was requested, with a brief description of the repair action.

10.0 RESPONSE/REPAIR TIME:

10.1 The Contractor shall provide a 24-hour/seven days a week telephone point of contact for receiving service calls. Down time and response time clocks start when the

Government makes contact at the single point of contact and will end when the equipment is returned in good operating condition.

10.2 Response time for emergency service for equipment covered under this contract shall be within 72 hour/best effort on-site service response after notification that on-site repair is needed. Response time is defined as arrival on-site.

10.3 Repairs shall be completed within not more than ten working days after notification.

Repair time exceeding ten working days is subject to the “untimely repair” provision.

10.4 All repair/response times exclude days that occur on Saturday, Sunday, or the

Government holidays (See 9.1).

11.0 UNTIMELY REPAIR: Contractor failure to repair within a timely manner as established in paragraph 10.3 shall result in Contractor completion of necessary repair at no additional costs to the Government. Extenuating circumstances will be considered on case-by-case basis.

12.0 CONDITION OF EQUIPMENT PRIOR TO END OF CONTRACT: Prior to termination or expiration of this contract or removal of any equipment from this contract, the

Contractor shall certify in writing that the equipment covered is eligible for maintenance by the OEM. The equipment shall be subject to inspection by the manufacturer. If any equipment is not eligible or is not in good mechanical, electrical, or operating condition, the

Contractor agrees to return the equipment to a level suitable for OEM maintenance, or reimburse the Air Force any charges including, but not limited to travel, parts, labor required to place equipment in good mechanical, electrical, and operating condition as specified by the OEM.

13.0 NEW, ADDITIONAL, OR DELETED EQUIPMENT:

13.1 The Government may modify the contract to include additional Government-owned equipment by providing a 30-day written notice to the Contractor. The Contractor must reject the addition of this equipment if they do not have appropriately qualified personnel.

13.2 The Government may modify the contract to delete Government-owned equipment by providing a 30-day written notice to the Contractor or a shorter notice when agreed to by the Contractor. The Government may extend or cancel the date of discontinuance by submitting a written notice to the Contractor 15 days prior to the stipulated discontinuance date.

13.3 Equipment additions that do not constitute a substantial increase in Preventative

Maintenance effort required by the Contractor shall not result in adjusted contract price

(i.e., addition of individual equipment items to expand systems capabilities). Substantial equipment additions will result in adjustment of the Preventative Maintenance line item price accordingly. The circumstances involved in each individual occurrence will be considered.

14.0 GOVERNMENT REGULATIONS: All contractor personnel performing work under this contract shall comply with all applicable Air Force and local regulations. Of specific concern are regulations regarding security, wearing of badges, access lists, and safety.

15.0 SITE REQUIREMENTS: The Government shall maintain equipment site requirements (electrical, air-conditioning, and chilled water) in accordance with the environmental specifications furnished by the OEM.

16.0 CONTRACTOR ACCESS: Subject to security regulations the Government shall permit the Contractor access to the equipment to be maintained.

17.0 POINT OF CONTACT (POC): At contract award, a point of contact (POC) will be identified, and the Contractor shall contact that POC to arrange for delivery and acceptance and to discuss any special instructions concerning Base access, commercial deliveries, etc.

18.0 Domestic or Qualifying Country Products: All products delivered to satisfy this requirement shall be manufactured either domestically or in a qualifying country source in accordance with

Defense Federal Acquisition Regulation Supplement (DFARS) 225.872. Products from other than qualifying countries will not be accepted, and any costs associated with products from other than qualifying countries, including shipping, etc., shall be at the contractor’s expense.

19.0 Delivery Procedures Commercial Vehicles: All vehicles larger than a large pick-up truck are required to be inspected by the Wright-Patterson Air Force Base Commercial

Vehicle Delivery Gate (CVDG) prior to entering the installation. Vehicles to be inspected include, but are not limited to, the following:

1. Step van/panel truck

2. Tractor/trailer, box and flatbed containing cargo

3. Tanker trucks

4. Box trucks

5. Tour buses

6. Garbage/recycled waste trucks

7. Concrete trucks/mixers, dump trucks

8. Cranes, recreational vehicles, petroleum tanker

This inspection will be conducted at Gate 26A located off State Highway 235.

The following are exemptions to vehicles utilizing the CVDG:

1. If the vehicle has the product inside (concrete and asphalt trucks) and timely delivery is necessary due to product deterioration it does not need to enter the CVDG. To bypass the CVDG, the contractor shall submit a list containing drivers' names, social security numbers and the state in which the driver's license is held for those drivers who will be entering the base. This shall be accomplished 24 hours prior to requested entry time. If entry is requested on Monday, this list must be submitted by Friday at 1630 hours. All lists shall be submitted to the 88th ABW/CE Directorate contract inspector. The only gates that may be used under this exemption shall be 15A, 26A, 38A, and gate 1B. If the driver's name is not on the list, he/she will not be 4 allowed access to the installation through these gates and the base will not assume liability for denied access.

2. If a delivery vehicle must exit, and then re-enter the base to complete its route, the vehicle shall be resealed upon exiting the base. After initially passing through the commercial vehicle delivery gate, trucks shall be resealed at Gates 15A, 38A and 22B.

The resealing of the trucks will allow them to continue to any other area of the installation (Areas A, B, or Kittyhawk) without reprocessing through the CVDG. To receive resealing assistance, the drivers shall physically stop at one of the three authorized gates and request the installation entry controller to reseal their truck and provide the next location of their delivery. The controller will reseal the truck and give the delivery driver a pre-clearance form. The driver shall present the pre-clearance form to the entry controller at the next point of installation entry. This reentry can be through any base gate.

3. Wright-Patterson Integrated Defense Plan, paragraph 3.10.12.9.2. All irregular deliveries will be sent to the CVDG for inspection. All visitors, which include contractors and commercial vendors without proper background checks and contractor passes, will not be allowed on WPAFB unless escorted by the receiving agency. This will take place after the individual(s) are issued a pre-clearance form at the CVDG.

After successful completion of the vehicle inspection, the receiving agency will escort the individual to and from their destination on WPAFB. An inspector at the CVDG will contact the receiving agency, informing them to send an escort to the CVDG. Escorts will remain with the vehicle at all times while it is on WPAFB.

4. Vehicles may be subject to an inspection at any of installation entry control points during a directed random antiterrorism measure (RAM). Any commercial vehicle, regardless of size, can be directed to the CVDG at the discretion of the installation entry controller.