Att_0005_-_SCAAP_PWS_2_-_Maintenance_-_Draft_RFP.docx

SCAAP PWS 2

MAINTENANCE

(INDIRECT)

1. OBJECTIVE: To provide maintenance for SCAAP.

2. REQUIREMENTS: This PWS outlines the Contractor’s commitments for the maintenance of Government-furnished facilities (land, buildings, structures and equipment) as prescribed by FAR 45.5. The Contractor is required to submit a Maintenance Plan for Government review and acceptance 45 days after award (CDRL xxxx). This maintenance plan describes how the contractor maintains the facilities and equipment described in paragraphs 5 through 9 of this PWS. The plan will address all types of maintenance listed in the Definitions Section of this PWS. The contractor shall update the plan as required, but at a minimum each calendar year before the start of the year. Each update shall be approved by the Government. The contractor is responsible for all costs associated with requirements found within this PWS, unless otherwise noted. Maintenance costs as a result of contractor negligence are also the contractor’s responsibility. All files and records required throughout this PWS must be maintained by the contractor until completion of the contract. Copies of all documents shall be provided to the Government upon request. Electronic record keeping format is acceptable; the preferred electronic format is a searchable PDF format.

3. STANDARDS OF MAINTENANCE:

3.1. Maintenance of Active Facilities and Equipment:

3.1.1 Areas around buildings shall be maintained in a condition which shall eliminate fire hazards. Removal of debris and tree trimming shall be performed when they present a hazard. Custodial services shall be performed to best commercial practices.

3.1.2 Active facilities and equipment shall be maintained to a degree to ensure continued utilization during the anticipated period of operation and to permit Layaway after cessation of operations, without major rehabilitation.

3.2 Maintenance of Laid away Equipment and Facilities: Subject to availability of funds, the Government may fund independent SOWs to cover maintenance costs of property it wishes to preserve.

3.3 Maintenance of Caretaker Facilities: The Contractor shall not maintain facilities in a modified caretaker status unless directed by the PCO.

3.4 Maintenance of Excess Equipment: The Contractor shall not maintain excess equipment unless directed by the PCO. The Contractor shall report excess equipment to the PCO.

3.5 The requirement for these maintenance standards are contained in Army Facilities Management, AR 420-1 and applicable Unified Facilities Criteria (UFC). Maintenance shall be performed to best business practice IAW with manufacturers recommended maintenance procedures.

4. MAINTENANCE PLANNING AND PROCEDURES:

4.1 The Contractor is responsible for the development and administration of maintenance procedures including a Preventive Maintenance Plan which is to be included as part of the Maintenance Plan. At a minimum, this shall include an annual scheduled work plan for active equipment receiving preventative maintenance. The Contractor shall submit a quarterly progress report of (a) completed preventative maintenance inspections and completed maintenance work orders, and (b) schedules for the next quarter (including scheduled and un-scheduled maintenance) to the SCAAP Government staff no later than the beginning of the quarter. (CDRL xxxx)

4.2 The contractor shall maintain detailed preventive maintenance instruction for each active piece of equipment and each active facility. This includes schedules for systematic inspection and service of equipment based on equipment manuals, lubrications orders, or other maintenance publications. These instruction shall be reviewable by the ACO staff upon request.

4.3 The contractor shall manage all maintenance activities for real property and personal property in a computer program. The SCAAP Government staff will be provided with read and report access in such internal contractor program.

4.4 The ACO can direct expedited completion of work that is required to correct a security, environmental, or safety concern.

4.5 The contractor shall notify the Government immediately if there is maintenance required due to a rare act of Nature, weather related damage or other isolated/peculiar events.

4.6 Major maintenance required as a result of an event or equipment breakdown that is not a result of lack of preventive/normal maintenance or other contractor negligence could qualify as Abnormal Maintenance. The Government will determine if it is Abnormal Maintenance as defined in the Definitions Attachment of this PWS. If the required maintenance is determined to be Abnormal, the Contractor shall be fully responsible for the first $25,000 per occurrence.

5. MAINTENANCE PROGRAM FOR ACTIVE FACILITIES:

5.1 Maintenance of Water Systems:

5.1.1 The Contractor shall maintain and repair the water distribution system to keep it in good operating condition.

5.1.2 Potable water shall be protected from contamination by process water systems.

5.1.3 The Water Distribution System shall be inspected on an exception basis. Specific items to be inspected shall be selected based on the possibility of failure and the consequences of that failure. These inspections shall comply with all Federal, State and local regulations.

5.1.4 All distribution valves shall be tested by full closure and opening to ensure the valve is operable.

5.2 Maintenance of Sewage Systems:

5.2.1 Inspection of sewage collection systems shall include sanitary sewers, pumping stations and storm sewers on an annual basis.

5.2.2 Industrial waste treatment facilities shall be inspected annually.

5.2.3 An operation log for industrial waste treatment shall be maintained and available for review/inspection.

5.2.4 The industrial and sewage systems shall be maintained to comply with all Federal, State and local regulations.

5.3 Maintenance of Electrical Systems:

5.3.1 Each generator and associated battery shall be scheduled for inspection, service and testing under load, at least once every quarter. Batteries shall be checked for electrolyte level, specific gravity, and cleanliness. A record of inspection and test shall be maintained.

5.3.2 The Electrical Control System shall be inspected annually, to include all meters installed to monitor utility usage. Stated inspection shall include relay inspection and calibration, cleaning relays, checking mechanical operation, checking electrical operation with multi-amp tester, and calibration to predetermined current trip setting and record.

5.3.3 Annual Oil Circuit Breaker Inspection shall include at least the following: operating breaker and checking operating mechanism, lightly oiling all moving operating parts, clean breaker compartment, and testing insulating oil. If under 18KV, drain and replace with new oil.

5.3.4 Electrical Transformers shall be inspected every five years. The contractor shall develop and execute an Electrical Transformer Maintenance Program. In the event of failure and/or repair of components, pole, etc., a visual inspection shall be made and documented. Repairs and/or replacement shall be completed as required.

5.3.5 The Contractor is responsible for maintaining and repairing exterior lights. Exterior lighting required for safety and security shall be checked by security patrols.

5.3.6 The Contractor shall maintain and repair the electrical generating and distribution systems IAW National Electrical Code, manufacturer’s maintenance literature, applicable manuals, and local standards.

5.4 Maintenance of Boiler and Heating Plants:

5.4.1 Annual inspections and testing of high pressure steam boilers (above 15 psi) and all high temperature water boilers (above 250 degrees Fahrenheit (oF) temperature) in active use (does not include heat exchangers and process equipment) shall be performed by a qualified outside agency at the Contractor’s expense.

5.4.2 The preventative maintenance plan shall include cleaning, inspecting, testing, repairing, rebuilding, brushing, tube cleaning, tube rolling, replacement of parts, and refractory work.

5.4.3 During each operating shift, qualified personnel (as assigned by the Contractor) shall perform a visual inspection of each boiler and auxiliary equipment. Deficiencies shall be reported and corrected as required. All actions shall be recorded in the operating log located in each boiler plant.

5.4.4 All high pressure (above 15 psi) steam boilers and all high temperature water (above 250 degrees Fahrenheit) boilers in active use will be inspected annually in accordance with the current version of the National Board Inspection Code issued by the National Board of Boiler and Pressure Vessel Inspectors (BPVI) and the American Society of Mechanical Engineers. Inspections must be performed by persons certified in accordance with BPVI standards. The recommendations of these safety inspections will be reviewed and appropriate actions taken to correct deficiencies.

5.4.5 Outside agency inspection of high pressure boilers shall be performed at the Contractor’s expense. Three types of inspection shall be rendered by the outside agency upon request: Type A) internal and external inspection; Type B) internal and external inspection followed or preceded by external inspection while under hydrostatic test; and Type C) external inspection while under steam pressure. The results of these inspections shall be recorded and maintained; a copy shall be provided to the SCAAP Government staff. (CDRL xxxx)

5.4.6 A schedule of inspections of all boilers shall be established alternating internal and external inspections semi-annually. Inspection checklists and records of repair shall be maintained (CDRL xxxx).

5.4.7 The Steam Distribution System shall be inspected semi-annually. Records of repair shall be maintained. Items inspected shall include pipelines, insulation, hangers, anchors, stop valves, pressure reducing valves, traps, flash tanks, support poles, and meters used to monitor usage (CDRL xxxx).

5.4.8 Temperature and Humidity Control Equipment shall be inspected monthly for proper operation. This inspection shall be visual, audio, and functional.

5.4.9 Compressed Air Generation Equipment shall be a part of the Maintenance Program. Intervals and scope of maintenance shall be established based on equipment environment and use, as well as best business practice.

5.4.10 Low Pressure Vessels (below 500 psi) shall be inspected with particular attention given to exterior condition of receiver and to devices, such as gages, unloaders, safety relief devices, rupture disks, vacuum valves, fittings, and shut-off valves. A visual inspection of internal surfaces of the vessel shall be performed, if possible, to detect corrosion or deterioration.

5.4.11 Safety relieve devices (valves) shall be tested annually. After testing, safety valves shall be set, sealed, and maintained by the Contractor.

5.5 Maintenance of Fire Protection System

5.6 Elevators and Material Lifts shall be inspected and maintained by a licensed elevator service. There shall be monthly inspections for operation and annual safety inspections.

5.7 Inspection of grounds shall be on-going, with maintenance performed IAW sound commercial practices to preclude hazards and avoid land damage whenever possible. Mowing will be handled IAW best practices.

5.8 Heating and Air Conditioning Systems shall be operated, maintained and repaired IAW American Society of Heating, Refrigerating and Air Conditioning Engineers’ standards, 40 CFR 82, Ozone Depleting Substances, and sound commercial practices.

5.9 Surface items, such as roads, walks, parking areas, fences and barricades shall be inspected and repaired, remarked or re-surfaced, based on safe and serviceable condition and sound commercial practices. All repairs or modifications shall be inspected and approved by the SCAAP Government staff.

5.10 The Contractor shall maintain and repair the natural gas system to ensure continued operation and to meet the requirements of transmission of natural gas. An annual inspection of the natural gas system is to be provided to the SCAAP Government staff which indicates findings and repairs of any defects noted. (CDRL xxxx)

5.11 The contractor shall operate and maintain in good condition, and upgrade as required, all telephone systems and information Technology Systems Infrastructure. The Information Technology Systems Inspection Program (Automated Data Processing (ADP), fiber optics, etc.) shall consist of systematic scheduling of inspections, lubrications, adjustments and repair (at least annually). Unscheduled maintenance shall be performed any time the inspection of systems determines that maintenance or repairs are needed to keep systems operable.

5.12 Building Inspections and Maintenance - Ammunition and Non-Ammunition:

5.12.1 Each building shall be inspected every five years IAW UFC 3-110-04. Deficiencies shall be noted for, but not limited to, the following areas:

a. Foundations;

b. exterior walls;

c. interior walls and ceilings;

d. doors and windows;

e. painting;

f. roof framing, surfaces and accessories;

g. floors, floor coverings and stairs; and

h. trusses.

5.12.2 The Contractor inspector shall write a report on each inspection which classifies the deficiencies and makes recommendations for repair/upgrade; and provide a copy to the SCAAP Government staff. (CDRL xxxx)

5.12.3 The Contractor shall write work requests for deficiencies according to the following criteria:

a. Effect on safety of operating personnel.

b. Effect on environmental compliance.

c. Effect on production.

d. Effect on short-term use.

e. Overall level of maintenance versus the production activity level.

f. Effect on long-term use.

5.12.4 The Contractor shall obtain SCAAP Government staff approval for all major changes to buildings.

5.12.5 All construction, alteration, conversion, maintenance/repair, modernization, rehabilitation, and self-help projects shall be reviewed by SCAAP Government staff to ensure they meet life safety requirements.

5.12.6 The Contractor shall maintain and keep current all installation drawings and utility maps. Installation and utility maps shall be maintained in an electronic format IAW the Government Property in Possession of Contractor PWS.

5.12.7 The Contractor shall prioritize deficiencies discovered during building inspections and corrective actions.

6. MAINTENANCE OF ACTIVE EQUIPMENT:

6.1 Maintenance of Material Handling Equipment, Engineering and Construction Equipment, Railroad Equipment, and Industrial Equipment:

6.1.1 The Contractor shall be responsible for maintaining equipment in a safe and serviceable condition.

6.1.2 Operators of equipment shall be responsible for preoperational inspections and reporting deficiencies.

6.1.3 The Contractor shall include all active equipment as described in Section 4.1 of this PWS.

6.1.4 Unscheduled maintenance shall be performed any time a visual or operation inspection determines that continued use of equipment without repair shall cause further damage or that the equipment is unsafe to operate.

6.2 Maintenance of Government hand tools shall be IAW best commercial practices.

6.3 A Lifting Device Program shall be included in the Maintenance plan and implemented as required by TB 43-0142.

9.5 All Petroleum Aboveground Storage Tanks shall be inspected and maintained IAW all Federal, State, and local regulations, to include all piping above and below ground. A written record of the inspections shall be maintained for the life of the tank, and be available for SCAAP Government staff review or inspection.

7. RAILROAD TRACKAGE: Shall be maintained and inspected IAW UFC 4-860-03 for the specified class of trackage. ERDC (U.S. Army Engineer Research and Development Center) is the recommended inspector for 5-year inspections. If another inspector is used, SCAAP government staff and JMC must be informed, and the inspector must contact ERDC for required inspection procedures and forms. All required documentation of inspections will be provided to ERDC so they can provide to FHWA (Federal Highway Administration).

8. RETAINING WALL AND DRAINAGE STRUCTURES: Inspections shall be made annually, and maintenance and repair performed IAW the maintenance plan. This inspection shall include the outlets and concrete structure, looking for seepage, cracking, scour, graffiti, the presence of burrowing animals and brush or tree growth on embankments. The use of an inspection checklist and dated photographs is recommended. Results of the periodic inspection shall be provided to SCAAP Government staff for review. (CDRL xxxx)

MAINTENANCE PWS - ATTACHMENT

(INDIRECT)

DEFINITIONS:

The terms defined are used in the Maintenance Program. Should there be a conflict between Government and industry’s usage, the Government shall decide, define or clarify the conflict. The terms used herein have been adapted and established as common definitions for local usage.

1.1 "Maintenance" - Any action required to preserve and maintain current facilities in such condition that it may be safely and effectively utilized for its designated or designed purpose.

1.2 Types of maintenance:

1.2.1 “Preventive Maintenance" - The regularly scheduled inspection, lubrication, adjustment and minor repair required to maintain the equipment in a safe operational condition and to detect and correct any malfunctions which could lead to breakdown and/or major repairs (i.e., abnormal maintenance).

1.2.2 “Scheduled Maintenance" - The planned maintenance resulting from preventive maintenance inspections beyond the scope of preventive maintenance work. Scheduled maintenance also includes that maintenance work which can be pre-planned based on actual and/or planned use.

1.2.3 "Unscheduled Maintenance" - Maintenance requiring immediate attention which, if not corrected, shall have a serious effect in the safety and efficiency of plant operations or to halt further deterioration of the facility.

1.2.4 “Normal Maintenance” - Recurrent day-to-day scheduled systematic care of production and support equipment, such as lubricating, adjustment, servicing, and inspection. It shall also include normal parts replacement that shall be required to forestall excessive wear, repair, malfunction, or deterioration. Normal Maintenance may include Preventative, Scheduled, and Unscheduled Maintenance.

1.2.5 “Major Maintenance” – Substantial purchases, repairs, and/or upgrades. The Contractor shall provide a 1-N list of Major Maintenance projects based on the needs and priorities of the facility. The Contractor shall invest an amount, to be determined, every contract year towards meeting these Major Maintenance projects.

The Major Maintenance 1-N List will be evaluated by the Government, and each project will be approved through a Major Maintenance Validation Process. The 1-N List can be modified based on emerging critical or urgent projects. The Government has approval authority.

Major Maintenance Validation Process:

All projects submitted shall include but not limited to the following checklist criteria:

· Root Cause of Failure

· Analysis of Alternatives

· Predictive Maintenance Data, as applicable

· Develop performance based metrics, planning/schedule upgrades

· Estimated Schedule

· Estimated Cost – level of detail dependent on scope of project

· Execution Plan (in-house or external)

This process can be modified to fit requirements, with the approval of the Government. Only projects that have met the criteria (all info checklist info has been submitted) will be considered for approval by the Government. The Government may terminate a project based on execution/cost/schedule overrun or other special circumstances.

The Contractor shall furnish a quarterly status report which will provide accurate up-to-date costs expenditures for each project in execution and an estimate to complete (ETC) for all other approved projects that are still in process, as applicable. The contractor shall submit quarterly status reports to the Government.

All Contractor investments towards Major Maintenance become Government property at time of purchase and/or execution. The Contractor is required to adhere to the Government Property in Possession of Contractor PWS for all physical property investments, paying special attention to the identifying and tracking requirements.

1.2.6 “Abnormal Maintenance” – Maintenance which is required due to a rare act of Nature (events outside human control; an instance of uncontrollable natural forces in operation), weather related damage or other isolated/peculiar events. The Contractor shall be fully responsible for the first $25,000 per occurrence. The Government shall fully fund the cost exceeding $25,000 per each occurrence for real property or production and support equipment in active use, subject to the availability of funds and determination of need by the SCAAP Government staff. The Government reserves the right of final determination regarding maintenance or repair of plant equipment when the repair cost exceeds 25% of the acquisition cost.

1.2.7 – “Best Commercial Practice” – as defined in Army Facilities Management, AR 420-1.

1.2.8 “Production Base Support (PBS)” – Funding is intended for use to upgrade, recapitalize, or sustain necessary equipment and infrastructure to meet ammunition mission requirements of the Single Manager for Conventional Ammunition (SMCA). Further explanation for the use of PBS funding can be found AR700-90, paragraph 6-9. A PBS project has a minimum funding threshold of $250,000.

1.3 Building/Equipment Status:

1.3.1 "Active" - Building or equipment being used in the performance of the contract and not in laid away status. Preventive maintenance is performed at least annually on each piece of active equipment (may be longer interval on facilities).

1.3.2 "Active - no maintenance required" - Equipment only which needs no preventive maintenance.

1.3.3 "Active-gage" - Gages which are calibrated by the Contractor.

1.3.4 “Laid away” - Equipment or facility required under the Government emergency planned mission for the facility (also called “standby”).

1.3.4.1 Laid away facilities are those facilities which satisfy one of the two following conditions: (1) facilities that were laid away by funded modification to a contract, or (2) facilities that were laid away at contractor expense and accepted as such by the Government.

1.3.5 “Modified Caretaker” – Facility which is excess to both Government and Contractor needs; these facilities are not maintained, but essentially abandoned.

1.3.6 “Excess” - Equipment determined by the Government as not required for mission and is in the disposal process.

1.4 "Days" as used in this PWS means calendar days.

1.5 "Elevators" - A hoisting and lowering mechanism designed to transport material and or personnel from one elevation to another.

1.6 "Material Lifts" - Those hoisting and lowering mechanisms not designated as elevators.

1.7 “Major Change to Building” - moving of load bearing walls or renovation which changes the intended use of the facility.