PWS vertical storage updated 20251208.pdf

PERFORMANCE WORK STATEMENT (PWS)

FOR

Repair Maintenance for Vertical storage Devices

1.0 General:

1.1 Scope: The contractor shall be responsible for providing all necessary personnel, equipment, tools, materials, supervision, and quality control to perform comprehensive preventive maintenance and repairs on automated vertical storage devices as detailed in the PWS, excluding any items specified as Government Furnished in Paragraph 3.0.

Additionally, the contractor must be prepared to relocate storage units as needed to meet mission requirements, ensuring all work is carried out in accordance with the contract specifications.

1.2 Background Letterkenny Army depot (LEAD) utilizes multiple automated storage systems for storage of files, parts and tool crib assets within the Industrial Operations Division and Directorate of Missile Aerospace Readiness (DMAR) LEAD is requesting preventative maintenance assistance and repair services in accordance with OEM recommendations on the vertical carousels systems and the vertical lift modules. As with any mechanical/electrical automated systems, time and continued use lends its way to operational failure and excessive wear. LEAD seeks to advance the life span, eliminate down time and operational failures through a comprehensive preventive/repair program.

1.3 Period of Performance (PoP): The Period of Performance shall be a three-year contract.

1.4 General Information:

1.4.1 Quality Assurance (QA): The Government shall evaluate the contractor’s performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP). This plan is primarily focused on what the Government must do to ensure that the contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and acceptable quality level(s) (defect rate(s)).

1.4.2 Recognized Holidays: The observed dates for the following are recognized US holidays and the date for each can be found at the following website:

http://www.opm.gov/Operating Status Schedules/fedhol/Index.asp . The contractor shall not perform services on these days:

1.4.3.1 New Year’s Day

1.4.3.2 Martin Luther King, Jr.’s Birthday

1.4.3.3 President’s Day

1.4.3.4 Memorial Day

1.4.3.5 Juneteenth

1.4.3.6 Independence Day

1.4.3.7 Labor Day

1.4.3.8 Columbus Day

1.4.3.9 Veteran’s Day

1.4.3.10 Thanksgiving Day

1.4.3.11 Christmas Day

1.4.3.12 When an observed holiday falls on a Tuesday or Thursday, the Depot regularly schedules a closure on the corresponding Monday or Friday.

1.4.3 Place and Performance of Services: The contractor shall provide services between the hours of 0700-1400 on Monday through Friday, except on recognized US holidays or when the Government facility/installation is closed due to local or national emergencies, administrative closings, or similar Government-directed facility/installation closings. The contractor shall at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the Government facility/installation is not closed for the above reasons. When hiring personnel, the contractor shall keep in mind that the stability and continuity of the work force are essential.

1.4.4 Security Requirements: Contractor and all associated sub-contractor’s employees shall comply with applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative). The contractor shall also provide all information required for background checks to meet installation access requirements to be accomplished by installation Provost Marshal Office, Director of Emergency Services or Security Office.

Contractor workforce shall comply with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

1.4.4.1 Physical Security: For contractors that do not require CAC, but require access to a DoD facility or installation. Contractor and all associated sub-contractors employees shall comply with adjudication standards and procedures using the National Crime Information Center Interstate Identification Index (NCIC-III) and Terrorist Screening Database (TSDB) (Army Directive 2014-05/AR 190-13), applicable installation, facility and area commander installation/facility access and local security policies and procedures (provided by government representative), or, at OCONUS locations, in accordance with status of forces agreements and other theater regulations.

1.4.4.2 AT Level 1 Awareness Training: This standard language is for contractor employees with an area of performance within as Army controlled installation, facility or area. All contractor employees, including subcontractor employees, requiring access to Army installations, facilities, and controlled-access areas shall complete AT Level I awareness training within 30 calendar days after the contract start date or effective date of incorporation of this requirement into the contract, whichever is applicable. The contractor shall submit certificates of completion for each affected contractor employee and subcontractor employee, to the COR or to the contracting officer, if a COR is not assigned, within 30 calendar days after completion of training by all employees and subcontractor personnel. AT Level I awareness training is available at the following website: https://www.letterkenny.army.mil/ctrresources/

1.4.4.3. iWATCH Training: This standard language is for contractor employees with an area of performance within an Army controlled installation, facility or area. The contractor and all associated sub-contractors shall brief all employees on the local iWATCH program (training standards provided by the requiring activity ATO). This local developed training will be used to inform employees of the types of behavior to watch for and instruct employees to report suspicious activity to the COR. This training shall be completed within 30 calendar days of contract award and within 30 calendar days of new employees commencing performance with the results reported to the COR NLT 30 calendar days after contract award. iWatch training can be found at:

https://www.letterkenny.army.mil/ctrresources/

1.4.4.4 OPSEC Training: For contracts that require OPSEC Training. Per AR 530- 1 Operations Security, the contractor employees must complete Level I OPSEC Awareness training. New employees must be trained within 30 calendar days of their reporting for duty and annually thereafter. OPSEC training can be found at:

https://www.letterkenny.army.mil/ctrresources/

1.4.4.5 Threat Awareness Reporting Program (TARP) Training: For all contractors with security clearances. Per AR 381-12 Threat Awareness and Reporting Program (TARP), contractor employees must receive annual TARP training by a CI agent or other trainer as specified in 2-4b. TARP training can be found at:

https://www.letterkenny.army.mil/ctrresources/

1.4.4.6 Badges: Identifications badges shall be issued for admittance of personel before work or service on this contract. The identification badge is the property of the US Government and shall be returned upon termination or demand. The contractor/ vendor shall ensure all badges issued to employees are returned to the badge and identification section, security division, Letterkenny Army Depot promptly on termination of the need or on the expiration, which occurs first. The badge room is located in building 2, Phone# 717-267-5301. Hours of operation are 7:30 to 3:30 PM, Monday thru Thursday, exclusive of Federal Holidays.

1.4.6 Conservation of Utilities: The contractor shall instruct employees in utilities conservation practices. The contractor shall operate under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount.

1.4.7 Special Qualifications: The Contractor shall ensure all employees possess all required license for operating any equipment used in the performance of this contract.

NOTE: The Government does not provide training to contractors. Contractors must ensure that any personnel performing under a contract are fully trained, licensed, certified and qualified for the position in which they will be serving. The contractor shall submit with the solicitation a certificate or license certifying that the vendor is a certified and or licenses location for the manufactures listed in this PWS.

1.4.7.1. The Contractor shall be a certified service provider with the expertise to diagnose the malfunctions and complete all repairs on the vertical storage devices in a timely and efficient manner. Work shall be performed in accordance with the best commercial practices without unnecessary delays or interferences with other government missions and functions. The COR shall have the option of requesting the contractor seeks OEM assistance when COR determines a reasonable amount of time has been expended in attempting to repair a unit.

1.4.8 Post Award Conference/Periodic Progress Meetings: The contractor agrees to attend any post award conference convened by the KO in accordance with Federal Acquisition Regulations Subpart 42.5. The KO, TPOC, and other Government personnel, as appropriate, may meet periodically with the contractor to review the contactor’s performance. At these meetings, the Contacting Officer will apprise the contractor of how the Government views the contractor’s performance and the contractor shall apprise the Government of problems, if any, being experienced. The contractor shall resolve outstanding issues raised by the Government. Contractor attendance at these meetings shall be at no additional cost to the Government.

1.4.9 Contract Manager (CM): The contactor shall provide a CM who shall ensure performance under this contract. The name of this person, and an alternate who shall act for the contractor when the CM is absent, shall be designated in writing to the KO.

The CM or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract.

1.4.10 Identification of Contractor Employees: All contact personnel attending meetings, answering Government telephones and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. The contractor shall also ensure that all documents or reports produced by contractor personnel are suitably marked as contractor products or that contractor participation is appropriately disclosed.

1.4.11 Organizational Conflicts of Interest (OCI): The contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent OCIs, as defined in FAR Subpart 9.5. The contractor shall notify the KO immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the KO to avoid or mitigate any such OCI. The contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the KO and in the event the KO unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the KO may affect other remedies as he or she deems necessary, including prohibiting the contractor from participation in subsequent contracted requirements which may be affected by the OCI.

2.0 Definitions and Acronyms:

2.1.1 CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the government. The term used in this contract refers to the prime.

2.1.2 CONTRACTING OFFICER (KO). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The only individual who can legally bind the government.

2.1.3 CONTRACTING OFFICER'S REPRESENTATIVE (COR). An employee of the U.S. Government designated by the KO to monitor contractor performance. Such appointment shall be in writing and shall state the scope of authority and limitations.

This individual has authority to provide technical direction to the Contractor as long as that direction is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

2.1.4 DEFECTIVE SERVICE. A service output that does not meet the standard of performance associated with the Performance Work Statement.

2.1.5 DELIVERABLE. Anything that can be physically delivered and includes non-manufactured things such as meeting minutes or reports.

2.1.6 KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.7 PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.8 QUALITY ASSURANCE. The government procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

2.1.9 QUALITY ASSURANCE SURVEILLANCE PLAN (QASP). An organized written document specifying the surveillance methodology to be used for surveillance of contractor performance.

2.1.10 QUALITY CONTROL. All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

2.1.11 SUBCONTRACTOR. One that enters into a contract with a prime contractor.

The Government does not have privity of contract with the subcontractor.

2.1.12 WORK DAY. The number of hours per day the Contractor provides services in accordance with the contract.

2.1.13 WORK WEEK. Monday through Friday, unless specified otherwise.

2.2 ACRONYMS:

AFARS Army Federal Acquisition Regulation Supplement AR Army Regulation CFR Code of Federal Regulations CONUS Continental United States (excludes Alaska and Hawaii) COR Contracting Officer Representative COTS Commercial-Off-the-Shelf DA Department of the Army DD250 Department of Defense Form 250 (Receiving Report) DD254 Department of Defense Contract Security Requirement List DFARS Defense Federal Acquisition Regulation Supplement DOD Department of Defense FAR Federal Acquisition Regulation KO Contracting Officer OCI Organizational Conflict of Interest ODC Other Direct Costs PIPO Phase In/Phase Out POC Point of Contact PRS Performance Requirements Summary PWS Performance Work Statement QA Quality Assurance QAP Quality Assurance Program QASP Quality Assurance Surveillance Plan QC Quality Control QCP Quality Control Program TE Technical Exhibit

3.0 Safety:

A. 3.1 The contractor is reminded that LEAD maintains a Safety Management System (SMS) and is ISO 45001 certified, AS9100 and AS9110 certified.

B. The Contractor will meet or exceed all of the LEAD safety and Occupational Health Program LEAD-R 385-1, LEAD Safety Bulletins, Army Safety Program and Occupational Health Program AR-385-10, OSHA, NFPA, ANSI, DoD, UFC, DOT, 29 CFR Title 1910 and 29 CFR Title 1926, Applications and other consensus standards for the industry covered by the subject contract. In the case of a conflict among these laws, regulations, and standards contact the COR for clarification.

C. The Contractor shall maintain an effective site safety plan that meets or exceeds the requirement of OSHA, DoD, Army Requirements, and LEAD-Regulation 385-1.

D. Safety Reports shall be provided to COR, LEAD Safety Office, and database.

E. LEAD Safety Program and Occupational Health Program (LEAD-R 385-1) can be found at https://www.letterkenny.army.mil/Info/Visitors-Information under Installation Resources\LEAD Safety and Occupational Health Program. The Army Safety Program and Occupational Health Program is AR-385-10.

F. As part of the applicability of engineering controls, all equipment with rotating and moving parts at point of operation shall meet or exceed the LEAD 385-1 Chapter 17- 3 machine guarding requirements.

G. The contractor shall meet or exceed LEAD lockout/tagout (LOTO) action and procedures for addressing and controlling hazardous energy during service and maintenance of machines and equipment in accordance with LEAD-R 385-1, Chapter 12. See LEAD Technical Point of Contact (TPOC) for the safe servicing and maintenance of machines and equipment, in which unexpected, energized equipment, damage to equipment or start-up of machine or equipment, or release of stored energy, could cause injury to employees.

H. Equipment installation/set-up, service, maintenance, and testing shall be conducted accordance with the equipment manufacturer specifications, and according to the frequency recommended by the manufacturer.

I. The Contractor shall ensure all employees and all associated sub-contractor’s employees possess all required licenses for operating any equipment used in the performance of this contract. The Contractor must ensure that any personnel performing under the contract are fully trained, licensed, certified, competent, and qualified for the position in which they shall be serving.

J. The contractor shall have full responsibility for keeping contractor employees trained in the LEAD Safety and Occupational Health program, LEAD-R 385-1. The contracted work force employees shall meet and or exceed the LEAD-R 385-1 and OSHA Standards.

K. Contractors will comply with the Occupational Safety and Health Administration (OSHA) standards and LEAD R-385-1, and AR 385-10, safety rules, regulations.

Contractor shall have available copies of certifications, training certificates, required permits, and the Contractor’s safety plan or hazard analysis for the jobs to be performed at Letterkenny Army Depot (LEAD) and Directorate of Missile Aerospace Readiness (DMAR). Each contractor/subcontractor will be familiar with the types of work they are expected to perform and each phase of the operation and associated hazards.

L. The contractor shall assess each worksite for hazards prior to the start of work.

M. All chemicals on LEAD worksites shall be vetted and approved by the LEAD Hazardous Material Approval Group (HMAG) prior to use per LEAD-R 385-1 Safety Bulletin 23-02. Contractor (Labor workforce) employees shall comply with LEAD HMAG/HMID procedures.

N. A list of all approved hazardous materials and Safety Data Sheets (SDS) will be maintained at all worksites.

O. All contractor personnel shall wear the appropriate LEAD approved PPE when in the following work areas: industrial buildings, at construction sites, test sites and test facilities as directed by LEAD-R 385-1.

P. Performance Requirement: All contractor personnel shall wear the appropriate LEAD approved PPE 100% as required by LEAD-R385-1.

Q. Performance Requirement. Meet or exceed LEAD-R 385-1, the LEAD safety and Occupational Health Program.

R. If contractor personnel determine a procedure is unsafe, they shall discontinue work immediately and contact their Program Manager who shall notify safety personnel and the COR. As soon as LEAD Safety Office personnel determine that the unsafe conditions have been corrected, the COR will notify the contractor Program Manager that personnel may resume work.

S. Contractors who are managed under a different Safety Management System (SMS) must report injures, accidents, and near misses to the Safety Office through their COR representative. THE COR shall notify the Safety Office within 24 hours of a contractor (Labor workforce) reporting an injury, accident, or near miss.

T. All safety messages or recalls related to the safe use of products provided by the contractor will be provided to the LEAD POC for the Contract within 5 days of contractor’s awareness of the message or notice.

4.0 Blank

5.0 Requirements:

5.1 Perform annual preventative maintenance on seventeen (17) Vertical Carousels and twenty-four (24) Vertical Lift Modules as requested in Appendix I. TPOC will contact contractor to schedule. A report of findings will be presented to the TPOC.

5.1.1 Any deficiencies found during the preventative maintenance task shall be reported to and coordinated with the TPOC for repairs to be made during normal duty hours. The TPOC shall authorize all parts and repairs to the Vertical Storage Devices prior to any actual repairs being made.

5.1.2 TPOC Shall notify the contractor requesting support for emergency repair of a vertical storage device. The contractor shall schedule within 48 hours of notification for repairs. The TPOC shall authorize all parts and repairs to the Vertical Storage Devices prior to any actual repairs being made. An itemized report of the material replaced, and man hours will be provided to the TPOC.

5.1.3. The contractor shall relocate vertical carousals or vertical lift modules upon issuance of a task order. Relocation may include moving units within that same proximity or between buildings. The Contractor shall be responsible for providing all personnel, equipment, tools, and vehicles required to move these units. Relocations may require the Contractor to disassemble and reassemble the unit. Contractor is responsible for complete and proper reassembly.

5.2 Materials:

5.2.1 OEM parts shall be used unless for repairs to the vertical Storage devices.

5.2.2 If the part is in the contractor’s inventory, the government shall be invoiced at the purchase price from the manufacturer. The manufacturers price list or other cost/price information must accompany the invoice.

5.2.3 For a part greater than $100.00, the contractor shall notify the COR and the COR shall make the determination of purchase.

5.2.4 parts/materials shall be subject to manufacturer warranty. The contractor shall serve as the warrantor and be the sole source point of contact to the government.

5.3 Preventative maintenance:

5.3.1 Vertical Lift Modules items with context of paragraph 5.3 shall serve as minimum requirements for all preventative maintenance procedures. Ultimately the OEM recommendations in the service manuals shall serve as additional requirements above the standard identified preventative maintenance procedures. A written report shall be provided for each unit with 10 working days of the PM procedure with current condition, of the unit, projected future possible issues based on current wear patterns and longevity projections based on current condition and usage.

5.3.1.1 Check all safety systems including photocells, upper/lower hard stops switches, and emergency stop switches.

5.3.1.2 Square, plumb, and level storage unit.

5.3.1.3 Check the following areas:

Lift Chain tension Extractor chains Extractor drive belt

Extractor wheel adjustment Extractor, set screw Extractor level-front to back, side to side Extractor to front shelf offset Extractor to rear shelf offset Height detectors Work station proximity switches Work station lamps and s3witches Keyboard function LED’s cables to extractor

5.3.1.4 Lubricate the following:

Lift chains Extractor Chains Work station and extractor rollers Extractor wheels Clean extractor glides Check motor gear oil, fill as needed

5.3.1.5 Extract trays from top, middle, and bottom of unit, observe for problems.

Document and include in condition longevity report.

5.3.1.6 Verify voltage

5.3.2 Vertical Carousels. Ultimately the OEM recommendations in the service manual shall serve as additional requirements above the standard identified preventative maintenance procedures. A written report shall be provided for each unit within 10 working days of the PM procedure with current condition, of the unit, projected future possible issues based on current wear patterns and longevity based on current condition and usage.

5.3.2.1 Make adjustments as needed to the following:

Photocells for minimum distance to carrier lip Proper manufacturers voltage Access doors for smooth operation and proper positioning Access panel Emergency stop button function Conveyor chains, curved track and drive motor chain Carrier arm guide rollers Conveyor chain guide roller Motor braking system motor Gear oil Carrier tilt Upper and lower conveyor bearings

5.3.2.2 Lubricate the following:

Guide track Conveyor chains Conveyor chain rollers Motor drive chain Suspension arms Suspension rollers Door track Conveyor chain bearings

5.3.2.3 Check bolts and tighten/replace as necessary:

Drive shaft bolts and locking tabs Set screws on the drive sprocket Set screws on main drive sprocket Chain mounting bolts and lock washers

5.3.2.4 Check and re-initialize controls as necessary.

5.3.2.5 Check counting system and adjust as necessary:

Proximity switches Suspension arm counting tabs Stop positioning or miscounting

5.3.2.6 Check lamps, operations conditions

Green safety lamp Keyboard lamp Positioning lamps Fluorescent lamps

5.3.2.7 Check and adjust motor start-up condition

5.3.2.8 Check square, plumb, and level condition

5.3.2.9 Verify power supply within tolerance of manufacturer’s specified range.

5.4 Relocation of vertical storage unit.

5.4.1 TPOC Shall notify the contractor requesting support for the relocation of a vertical storage device. The contractor shall coordinate planned arrival dates with TPOC

6.0 Applicable Publications:

OCCUPATIONAL SAFETY AND HEALTH ADMINISTRATION (OSHA)

29 CFR 1925 Safety and Health Standards for Federal Service Contracts

29 CFR 1910 Occupational Safety and Health Standards

(Copies may be obtained at www.osha.gov)

LETTERKENNY ARMY DEPOT (LEAD)

LEAD-R 385-1 Safety and Occupational Health Program

(Copies may be obtained from LEAD Directorate of Contracting, Bldg. 2)

LEAD-P 385-4

Requirements for Security, Safety, and Fire Prevention for Contractors Performing Work on LEAD

AR 385-10

The Army Safety Program

DODI 6055.11

Protecting Personnel from Electromagnetic Fields

Appendix I

Vertical Carousels- repair maintenance shall be for repair of the following:

Item number Type Model Serial Number Asset Number

1 VC SYS-250-4712-20 93-140248/001 K8060

2 VC WHITE TE-1490 1989-TE44326 R0152

3 VC WHITE TC-1890 1989-TC44329 R0151

4 VC 180-2013-75NT 06-005179/001 R6995

5 VC 120-2011-23 94-005835/001 01263

6 VC 120-2011-23 94-005835/002 01262

7 VC 120-2013-34 94-005834/001 01259

8 VC 120-2013-34 94-005834/002 01261

9 VC 120-2013-34 94-005834/003 01258

10 VC 120-2013-34 94-005834/004 01257

11 VC 120-2013-34 94-005834/005 01260

12 VC Lektriver series 80 18909 J9653

13 VC MEG RS 350-1-3050-6-495.12 102007725 V8213

14 VC SYS-120-2213-NT-US 10002237/001 T4944

15 VC WHITE 72160-F PF48455B N4382

16 VC SYS-120US-1611-NT-US 301000486 T2984

17 VC SYS-120US-1611-NT-US 301000487 T2985

Vertical Lift Modules – Repair maintenance shall be for repair of the following.

Item number

Type Model Serial Number Asset Number

1 VLM 500XP-2450-864 07006463/001 S0455

2 VLM 500XP-1850-864 07006436/003 S0456

3 VLM 500XP-1850-863 05003794/004 R7022

4 VLM 500XP-1850-864 08001496/00 S2549

5 VLM MODULA MC50D MCD163011US U3275

6 VLM KARDEX 500 56000713 ?

7 VLM 500XP-1850-863 04006915/001 R7000

8 VLM 500XP-2450-864 09003151/002 S3892

9 VLM 500XP-2450-864 09003151/004 S3893

10 VLM 500XP-1850-864 08005153/002 S3881

11 VLM 500XP-1850-864 08007867/003 S3883

12 VLM 500XP-1850-864 08007867/005 S3882

13 VLM SHUTTLE-EXP-500-

2450X864-US

08008408/003 S2543

14 VLM SHUTTLE-EXP-500-

2450X864-UL

07008455/004 S0744

15 VLM MODULA-MX50D-

MXD110004 T3760

16 VLM MODULA-MX50D-

MXD110005 T3761

17 VLM SHUTTLE-EXP-500-

2450X864-US

12000039/005 T3838

18 VLM SHUTTLE-EXP-500-

2450X864-US

12004202/005 U0061

19 VLM LEAN 840-825ES2 LEAN 840-

825ES2

20 VLM LEAN 840-825ES2 LEAN 840-

825ES2

T3945

21 VLM XP500-2450X864-US 17002107/005 U8127

22 VLM XP500-2450X864-US 17002107/006 U8128

23 VLM XP500-2450X864 20005440/004 V8214

24 VLM MODULA-MC50D MCD193022US V1515