01_Army_2_PWS_9-17-17.pdf

FUEL SYSTEMS RECURRING MAINTENANCE AND MINOR REPAIR

PERFORMANCE WORK STATEMENT

June 2017

U. S. Army Engineering and Support Center

Huntsville, Alabama

TABLE OF CONTENTS

PERFORMANCE WORK STATEMENT

Section 1 – General Information

Section 2 – Definitions

Section 3 – Maintenance Activities and Submittals

Section 4 – Applicable Criteria

Section 5 –Performance Requirements Summary

Appendices

Appendix A – Service Order Process

Appendix B – Reporting Requirements

Appendix C – Safety Requirements

Appendix D – Antiterrorism and Operations Security Compliance Requirements

Appendix E – Specifications

• 01 33 00 Submittal Procedures

• 01 45 00.15 10 RMS CM

• DD Form 4025 (Provided as separate file)

Appendix F – DIDs/CDRLs

Appendix G – Maintenance Tasks

Appendix H – Real Property/Equipment List

Appendix I – Contract Site List and Support Level

SECTION 1 – GENERAL INFORMATION

1.0 Introduction

The DLA Energy Recurring Maintenance and Minor repair program is a comprehensive maintenance program that provides vital maintenance and repair services to the Department of Defense to sustain a worldwide robust fueling capability in support of the Army, Navy and Air Force Service Components. The program is divided in two distinct parts: First, the Recurring Maintenance (RM) program provides periodic checks of the petroleum system by a contractor experienced in repair, maintenance, and operation of Department of Defense petroleum facilities for the purpose of ensuring those systems are in compliance with code, criteria, regulations, and laws of the United States/host nation (local and national). In addition to a well maintained facility, the RM portions will return written reports detailing systems evaluated, corrective actions taken, and recommendations for improved system performance. Second, the Minor Repair (MR) program provides a contract vehicle for correction of minor requirements as well as emergency response capability to ensure the safe and efficient continuation of the DoD fuels mission. Requirements identified under the MR portion of this program are intended to be completed within 90 days. DLA Energy defines a successful RMMR contractor as one that takes ownership of the maintenance posture of the assigned installations, establishes a responsive rapport with Installation representatives and communicates frequently with USACE and DLA program managers.

1.1 Purpose

The purpose of this contract is to provide all required Recurring Maintenance and Minor Repairs Services identified through a Preventive Maintenance Plan prepared by the contractor to provide Emergency Repair, Minor Repair, and Records Management for petroleum facilities on government installations CONUS and OCONUS in compliance with code, criteria, regulations, and laws of the United States (local and national). The Contractor shall provide all labor, supervision, transportation, supplies, vehicles, tools, materials, facilities, equipment, and incidentals necessary to conduct work described in this Performance Work Statement (PWS).

Minor and Emergency Repair requirements are described in Appendix A Service Order Process.

The award for services under this scope of work will be limited to the services identified in the contract line items awarded in the contract and its modifications.

1.2 Scope and Authority

The contractor shall properly maintain and repair federally funded petroleum systems and facilities in order to provide compliance with applicable code, criteria, and federal, state, and local regulations. The list of facilities and equipment/components included in this order are identified in Appendices H and I.. A petroleum system is defined as an underground or above ground storage tank, connected piping, ancillary equipment and appurtenances, and containment system, if any. The Contractor shall provide all labor, supervision, transportation, supplies, vehicles, tools, materials, facilities, equipment, and incidentals necessary to conduct inspections, preventive maintenance, minor repair, and minor construction on the petroleum systems.

The government reserves the right to perform the following as in scope modifications to the contract:

• Add or remove DLA capitalized installations to or from the initial installation list

• Add or remove DLA capitalized facilities/equipment to or from the initial facility list

• Add or remove services performed at any installation containing DLA capitalized equipment

These additions/deletions will be considered in scope and will be performed as a contract modification to be negotiated between the government and contractor.

1.2.1 Description of Tasks

Preventive maintenance tasks are defined as re-current, periodic or scheduled work to preserve a facility by preventing its deterioration. Minor Repair is defined as the restoration of a real property to such a condition that it may effectively be utilized for its designated purpose by overhaul, re-processing or replacement of constituent parts or materials that have deteriorated by action or elements or usage and that have not been corrected through maintenance. Periodic testing of systems/components, on a quarterly, semi-annual, and annual basis, is included within the definition of maintenance and repair. Other repairs may be ordered by each installation for associated non-petroleum systems such as for separators, piping, tanks, sewers, storm drains, or requirements to meet compliance with applicable standards, codes, laws, and regulations. Repair is further described in Appendix A Service Order Process.

1.2.2 Centrally Managed Programs

DLA utilizes Centrally Managed Programs (CMP’s) to perform work on certain systems/components of the petroleum facilities within the installations. DLA-E contractors performing work under its CMP have primacy over any maintenance/repair/inspection conflict and/or overlap at any federally funded petroleum facility. Therefore, any contractor performing work under this contract shall concede authority and allow the CMP contractor to perform the required maintenance/repair/inspection work at the designated facility.

1.2.3 Unforeseen Site Conditions

The Contractor shall promptly advise the Contracting Officer (KO) or the contracting officer’s representative (COR) of significant, unforeseen site conditions affecting this contract within five working days of the event. The Contractor shall take appropriate measures to obtain clarification of any direction or contract requirement which is not fully understood and incorporate such information into the work being performed.

1.2.4 Performance Timeframe Requirements

The contractor shall perform recurring maintenance at a minimum of one site within 30 calendar days of contract award and at all sites within 90 calendar days of contract award.

1.2.5 Kickoff Meeting

The contractor shall attend a kickoff meeting via teleconference at each installation included in this contract. The project manager and project engineer shall attend. The kickoff meeting will be coordinated by the government. The contractor shall assume that the first kickoff meeting will occur 7 calendar days after contract Post Award Conference and that all kickoff meetings will be completed no later than 20 calendar days after contract Post Award Conference for scheduling purposes.

1.2.6 Initial Site Visits

Initial site visits shall be performed at all sites within 10 calendar days after the kickoff meeting at each installation. The contractor shall perform the following activities:

• Become familiar with the site

• Meet the QAE and other relevant site personnel

• Compile a list of potential service orders (jointly with the QAE)

• Obtain the status of previously performed Recurring Maintenance at the site so as to allow development of the new/updated Recurring Maintenance schedule

• Obtain all information required to prepare the Facility Maintenance Plan.

• Perform facility and equipment inventory. This information shall be provided as part of the Facility Maintenance Plan

1.3 Public Disclosures

The Contractor shall make no public announcement or disclosure relative to information contained or developed under this contract, except as authorized by the KO or the COR.

1.4 Cost and Pricing Data

The Contractor shall submit cost and pricing data in sufficient enough detail to substantiate any costs proposed for this requirement. Pricing requirements for service orders are specified in Appendix A.

1.5 Personnel Requirements

At minimum, the contractor shall provide one Project Manager, QC Manager, Project Engineer, and Safety Manager for this contract. The contractor will be required to supplement these required personnel with the appropriate level of admin and maintenance personnel to effectively manage the contract requirements. Key personnel must be employees of the prime contractor.

All personnel listed in this section are considered Key Personnel. The contractor shall submit resumes with the Quality Control Plan for all key personnel.

The key personnel positions listed herein are considered to be critical to the successful performance of this contract. Prior to replacing these key personnel identified, the contractor shall obtain written consent of the contracting officer. In order to obtain such consent, the contractor must provide advance notice of the proposed changes and must demonstrate that the qualifications of the proposed substitute personnel are generally equivalent to or better than the qualifications of the personnel being replaced.

The contractor shall maintain the QC staff at full strength at all times. When it is necessary to make changes to the QC staff, revise the QC Plan to reflect the changes and submit the changes to the Contracting Officer for acceptance.

1.5.1 Project Manager

The Project Manager shall have no other duties outside this contract. The Project Manager will be the party responsible for the overall performance of the contract and will report to the program manager or other corporate officer of the contractor.

The Project Manager shall have a minimum of five (5) years of experience in management of projects performing maintenance and repair on petroleum facilities similar to those facilities specified herein. The Project Manager shall have knowledge of the applicable codes and criteria surrounding repair and maintenance of POL infrastructure. The Project Manager shall be able to convey information clearly in writing and orally in English.

1.5.2 Quality Control Manager

The Quality Control Manager shall have no other duties outside this contract. The QC Manager must either have a degree in engineering or construction management with a minimum of 5 years of experience on Operation and Maintenance of Fueling Facilities or shall have 10 years of experience on Operation and Maintenance of Fueling Facilities.

The QC Manager is responsible for overall management of QC and must have the authority to act in all QC matters for the Contractor. This QC Manager must be employed by the prime Contractor. The contractor must identify in the QC Plan an alternate to serve in the event of the QC Manager's absence. The QC Manager shall be approved by the contracting officer. The QC Manager shall report to an officer of the company, not to the project manager. The QC Manager shall be approved by the government and any change in personnel shall also be approved by the government.

1.5.3 Project Engineer

The project engineer shall be a graduate engineer with a minimum of 3 years of experience on Operation and Maintenance of Fueling Facilities.

The project engineer shall be responsible for overall technical acceptability of all maintenance and repair performed under the contract. The project engineer shall review all service orders and work plans submitted under the contract. The project engineer must be employed by the prime contractor. The project engineer shall be approved by the government and any change in personnel shall also be approved by the government.

1.5.4 Safety Manager

The Safety Manger shall have a minimum of 5 years safety experience with at least 5 years of experience in fuels related maintenance and repair. The safety manager will maintain overall responsibility for the safety of the contract. The Safety Manger is not required to be on site at all times work is being performed, but is responsible for the safety of all sites at all times. The Safety Manager is responsible for designating the Site Safety and Health Officer (SSHO) and Safety Competent Qualified Individual. It is the responsibility of the Safety Manager to implement the requirements of Appendix C Safety Requirements. The Safety Manager shall report to an officer of the company, not to the program manager. The Safety Manager shall be approved by the government and any change in personnel shall also be approved by the government.

1.5.7 Site Supervisor

The contractor must designate a site supervisor who will have a physical presence at the site during work. The site supervisor will be responsible for all maintenance and repair related activities at the site.

The site supervisor shall have a minimum of five (5) years of experience in performing liquid fuels maintenance on various types of fuel systems to include bulk fuel facilities, hot fueling fuel systems, gas station dispensing systems, cathodic protection systems, and leak detection systems.

Three (3) years of experience must be supervisory experience.

The QC Manager shall maintain a list of approved Site Supervisors which may be requested at any time by the government.

1.6 Safety

The Contractor shall comply with the latest version of U.S. Army Corps of Engineers (USACE) Safety and Health Requirements Manual 385-1-1 (EM 385-1-1), including any interim revisions, in effect at the time this solicitation is issued and during subsequent award in addition to the requirements described in Appendix C Safety Requirements.

1.7 Quality Control

1.7.1 General Requirements

It is the responsibility of the quality control manager to establish and maintain an effective quality control (QC) system. QC consists of plans, procedures, and organization necessary to produce an end product which complies with the contract requirements and shall cover all maintenance and repair operations, both onsite and offsite.

1.7.2 Quality Control Plan (QCP)

A QCP shall be submitted to the government in accordance with 01 33 00 Submittal Procedures.

Work will not be permitted to begin until after acceptance of the QC Plan.

1.7.2.1 Content of the QC Plan

Include, as a minimum, the following to cover all operations, both onsite and offsite, including work by subcontractors, fabricators, suppliers, consultants, and any other entity performing work on behalf of the contractor:

A. A description of the overall project management organization to include Project Managers, Project Coordinators, Safety Manager, QC Manager, Site Supervisors, SSHOs, Safety Competent Qualified Individuals, and any other project personnel along with lines of authority. This should be displayed in an organizational chart.

B. The name, qualifications (in resume format), duties, responsibilities, and authorities of each person assigned a QC function.

C. A copy of the letter to the Safety Manager and QC Manager signed by an authorized official of the firm which describes the responsibilities and delegates sufficient authorities to adequately perform the functions of the Safety Manager and QC Manager, including authority to stop work which is not in compliance with the contract. Letters of direction to all other various quality control representatives outlining duties, authorities, and responsibilities will be issued by the Safety Manager and QC Manager. Copies of these letters must be furnished to the Government. This letter shall state that the Safety and QC Managers have the authority to stop work due to safety concerns per the EM-385-1-1 requirements.

D. The contractor shall maintain a list of qualified site supervisors. Qualified site supervisors shall meet the requirements of this section. Qualified site supervisors list shall be an attachment to the QC Plan.

E. Reporting procedures including proposed reporting formats.

F. Onsite QC frequency.

G. Control, verification, and acceptance testing procedures when required.

H. Procedures for tracking preparatory, initial, and follow up control phases including a list of definable features of work.

I. Deficiency reporting and tracking procedures. Establish verification procedures for deficiency correction.

J. Submittal procedures.

K. Safety and QC indoctrination procedures for new employees.

1.7.2.2 Acceptance of Plan

Acceptance (by the contracting officer or designated representative) of the Contractor's QC plan is required prior to the start of work proceeding. Acceptance is conditional and will be predicated on satisfactory performance during the course of the contract. The Government reserves the right to require the Contractor to make changes in his QC Plan and operations including removal of personnel, as necessary, to obtain the quality and safety required.

1.7.2.3 Notification of Changes

After acceptance of the QC Plan, notify the Contracting Officer in writing of any proposed change. Proposed changes are subject to acceptance by the Contracting Officer.

1.7.3 Post Award Conference

A post award Conference shall be held in Huntsville, Alabama before start of work, and prior to acceptance by the Government of the QC Plan. The purpose of this conference is for the contractor to meet with the USACE Project Team, to include the Contracting Officer, Program Manager, and other Authorized Representatives, discuss the PWS and the contractors plan for performing the service in an acceptable manner, and discuss the Contractor's quality control and safety program.

Submit the QC Plan a minimum of 7 calendar days prior to the Post Award Conference.

1.7.4 Submittals, Reports, And Deliverables

Submittals, must comply with the requirements in Section 01 33 00 SUBMITTAL PROCEDURES. The QC organization is responsible for certifying that all submittals and deliverables are in compliance with the contract requirements.

1.7.5 Documentation

The contractor shall maintain current records providing factual evidence that required quality control activities and/or tests have been performed. These records shall be provided to the government by inputting daily QC reports into the RMS QM module. Include in these records the work of subcontractors and suppliers on an acceptable form that includes, as a minimum, the following information:

A. Contractor/subcontractor and their area of responsibility.

B. Daily reports explaining work performed each day, giving location, description, and by whom.

C. Test and/or control activities performed with results and references to specifications/drawings requirements. Identify the control phase (Preparatory, Initial, Follow-up).

D. List of deficiencies noted, along with corrective action.

E. Submittals and deliverables reviewed, with contract reference, by whom, and action taken.

F. Offsite surveillance activities, including actions taken.

G. Job safety evaluations stating what was checked, results, and instructions or corrective actions.

H. Instructions given/received and conflicts in plans and/or specifications.

1.8 Hours of Operation

Hours of Operation - All maintenance, repair, and testing services shall be provided during the normal duty hours of each applicable installation, excluding legal Federal holidays or National Holidays (OCONUS). The Contractor shall submit a written request to deviate from these work hours to the installation and COR at least 10 business days prior to off-hour work. Special allowance may be made for emergency response work.

1.9 Contractor and Subcontractor Qualifications

The Contractor shall provide personnel possessing the skills, knowledge, and training to satisfactorily perform the services required by this contract. Personnel performing work under this Performance Work Statement will remain employees of the Contractor (or subcontractor) and will not be considered employees of the Government. Subcontractor personnel, if utilized, must be capable of performing position duties as if employed by the prime contractor, who will have responsibility to provide subcontracted services equivalent to prime contract personnel.

file://hnc-netapp2/DS1/ISPM/Facilities%20Division/DLA-Fuels/Word/01%2033%2000.doc

1.9.1 Contractor Qualifications

The prime contractor shall be solely responsible for the fulfillment of the requirements of this contract and will be the sole contact except as agreed to in advance. The Contractor shall have, as a minimum, the following qualifications:

a. Experience in maintenance and repair of petroleum oil facilities.

b. Working knowledge of U.S. practices for the operation, inspection, maintenance, repair, and testing of petroleum facilities, and U.S. practices for the environmental protection requirements for petroleum facilities.

1.9.2 Subcontractor Qualifications

The qualifications and past performance of all subcontractors shall be submitted to the government for review. Based on this review the KO reserves the right to refuse the use of any proposed subcontractor due to unsatisfactory ratings on past performance or due to insufficient qualifications. All required certifications shall be maintained by the prime contractor and updated upon expiration. Subcontractor qualifications shall be approved by the prime contractor prior to the start of any work activity.

1.9.3 Conduct of Personnel

The Contracting Officer may remove any contractor or subcontractor employee working under this contract for reasons of misconduct, security, or if any employee is found to be or suspected to be under the influence of alcohol, drugs, or other incapacitating agent. The Contractor’s employees will be subject to dismissal from any Government installation upon determination by the KO that such action is in the best interests of the Government. Such removal will not be the basis for a claim by the Contractor and will not relieve the Contractor of the requirement to provide sufficient personnel to perform the services as required herein.

1.9.4 Security Requirements

The Contractor’s personnel or any representative of the Contractor entering the installations where the job sites are located under this contract shall abide by all security regulations and will be subject to security checks. All prime and subcontract employees that will access a military installation more than once every six months are required to secure a Common Access Card (CAC). If anyone is to access the installation network, then this must be identified in the CAC request and will require additional approval by the installation. 1.9.5 Installation Access

Government furnished identification shall be returned to the Government when the employee no longer performs work for the Contractor under this contract.

1.9.6 Safety/QC/Site Supervisor/SSHO/Safety Competent Qualified Individual

The Contractor will provide an on-site Site Supervisor in accordance with Quality Control Section 01 45 00.00 10.

1.9.7 Contractor Personnel Identification

10 working days prior to the start of contract performance, the Contractor shall submit to the contracting officer or his/her designated representative, in writing, the names, telephone numbers and work assignments of the Contractor representative, alternate, management, and supervisory personnel scheduled to perform work under this contract.

1.9.8 Employee List

The Contractor shall submit to the contracting officer or his/her designated representative written list of employees who will perform work under this PWS. This list will include each employee's name, work assignment, training, certification, qualifications, and experience.

1.9.9 Change of Employee List

The Contractor shall submit in writing any changes in staff for government approval 10 working days prior to implementation of the change.

1.9.10 Antiterrorism/Operations Security Compliance

The contractor shall comply with the requirements described in Appendix D Antiterrorism/Operations Security Compliance.

1.10 Documentation

1.10.1 Contract Work Plan

The contract work plan shall be prepared and implemented by the Contractor. The work plan shall apply to all tasks/activities and products required by this contract. The contract work plan shall be submitted before recurring maintenance or minor repair activities begin.

The contract work plan shall include:

1. Detailed Project Schedule through entire period of performance.

2. Detailed procedures for implementation of maintenance plan.

3. Contact information for Minor Repair and Emergency Repairs.

4. The planned procedure for Minor Repair and Emergency Repairs.

5. The plan for meeting all reporting requirements.

6. The plan for notification of conducting Minor Repairs and Emergency Repairs

7. The plan for notification of completion of Minor Repairs and Emergency Repairs

8. An example template of recurring maintenance checklists and reports

1.10.2 Written Records

The Contractor shall provide a written record of all significant conferences, meetings, discussions, verbal directions, telephone conversations, etc., with Government representative(s) relative to this contract in which the Contractor and/or a designated representative(s) participates.

These records shall be dated and shall identify the contract number and the paragraph references, if applicable, participating personnel, subject discussed, and conclusions reached. Meeting minutes and verbal direction shall be submitted via RMS CM as correspondence within 5 calendar days of occurrence.

1.10.3 Maintenance Records

The contractor shall create and maintain onsite maintenance records for each facility. The contractor shall develop two hard binder copies for each facility. One copy shall be maintained at the facility and the other copy shall be maintained at the contractor’s office and turned over to the Government upon completion of the contract. These records shall also be maintained within the contractor’s CMMS. The contractor shall upload any revisions to the CMMS. Hard copy records shall be updated during each maintenance visit to the facility. The records shall include, but not be limited to:

1. Facility Maintenance Plan.

2. Manufacturer’s equipment manuals, warranty documents, and operating and maintenance instructions for all equipment.

3. Guarantee/warranty on all equipment and materials furnished by the contractor.

4. As-Built Drawings provided by the installation.

5. Make, model, size, capacity, serial number, date installed, and age of each facility asset, including real property information.

6. Quarterly, semi-annual, and annual maintenance requirements for each facility asset.

7. Dates of inspection, maintenance, and repair work performed.

8. Up to date maintenance, inspection, and repair schedule.

9. All recurring maintenance reports.

10. Facility deficiency list with repair status.

11. Copies of all permits, certifications, and state inspection reports.

1.10.4 Site Specific Requirements

The Contractor shall prepare and submit all documentation relating to the maintenance and repair of facilities and systems included herein that is required by any local, state, international, or federal regulation or regulatory body. All employees including subcontractors shall hold all applicable certifications for the work being performed. All required certifications shall be submitted to the government upon request.

1.10.5 Contract Schedule

The contractor shall develop and update an overall project schedule for maintenance and repair activities for all sites. The initial schedule shall contain all maintenance activities scheduled throughout the period of performance for the contract (see below requirements for maintenance schedule).

The schedule shall be updated on a monthly basis. Schedules shall be cost loaded and show the early and late start and finish dates, actual start and finish dates for each activity as well as any available float. Each maintenance visit to be conducted at each installation shall be an activity on the schedule. Subcontractors shall be identified with each activity.

Schedules shall be prepared using Oracle Primavera. Schedules shall be uploaded into RMS monthly utilizing an .sdef file format.

The contractor shall submit the schedules for government approval in accordance with section 01 33 00 Submittal Procedures. Schedules are submitted for government approval. Any changes to the schedule must be submitted for approval by the contracting officer or his/her designated representative.

1.10.5.1 Maintenance Schedule

The Contractor shall develop site specific schedules for recurring maintenance, inspection, and testing activities to be conducted at installations included in this contract. The schedules shall specify recurring maintenance, inspection, and testing requirements for fuel facilities and related appurtenances in accordance with this PWS. The Contractor shall submit the initial recurring maintenance schedules to the government for approval no later than 14 calendar days after contract award. The contractor shall perform recurring maintenance according to the last applicable maintenance schedule for the locations included the contract until the final maintenance schedule is developed. Maintenance activities shall occur according to the latest schedule regardless of the kickoff meeting or initial site visit schedule. The government will provide the last applicable maintenance schedule in the contract solicitation and latest maintenance report for the locations included in contract after award.

The maintenance schedule shall be coordinated with the QAE to prevent mission degradation and to allow preplanning of fuels systems operation schedules. The Contractor will advise the QAE at least five (5) working days before the start of any work on the petroleum systems.

The contracting officer or his/her designated representative shall be notified if adjustments in the schedule are required to accommodate installation maintenance needs. Any change to the schedule shall be approved by the contracting officer or his/her designated representative.

The contractor shall accommodate each site’s existing recurring maintenance schedule when preparing the schedule.

1.10.6 Reporting

The contractor shall provide required reports in accordance with the requirements of Appendix B Reporting Requirements.

1.11 Submittals

Submittal requirements are detailed in Specification 01 33 00 Submittal Procedures, found in Appendix E. The Contractor shall perform all tasks required by this specification section. Hard copies should be mailed to the following:

Agency:

Project Manager US Army Engineering and Support Center, Huntsville

ATTN:

PO Box 1600 Huntsville, AL 35807-4301

1.12 Computer Maintenance Management System (CMMS):

The contractor is required to provide a database management system to manage the maintenance and repair. . An example of an acceptable CMMS is Maximo, ExpressMaintenance, ECOBPM, or similar. An excel type database is not considered a CMMS. Excel may be utilized for minor reporting and tracking, but shall not be relied upon as the overall maintenance management software.

1.12.1 Maintenance Database

The site visits listed in the maintenance schedule shall include actions to develop an electronic database, maintained by the Contractor, on deficiencies and problem areas that need corrective work, and to obtain information to update real property records. The information obtained from recurring maintenance, inspections and tests, will be used to schedule the required maintenance and repair work through contractor efforts as appropriate. Maintenance, repair, inspection, and testing findings will be electronically and manually recorded as required by paragraph 1.10.3.

The Government shall be allowed unlimited/unrestricted access to the contractor developed database.

1.12.2 Service Order Database

All service orders will be computerized by the Contractor using a database program. The database will maintain, at a minimum, all minor/emergency repair performed on specified equipment (to include government real property inventory information) at the designated facility per Service Order. Records will be maintained for the duration of the order and turned over to the Government at completion of the contract. In addition, the Government will be allowed unlimited/unrestricted access to the contractor developed database.

1.12.3 Government Owned Web-Based Management System

In future the government intends to institute a government owned web-based management system for the DLA-Fuels Program. This will be the system of record for the DLA-Fuels Program. Once this system is instituted the contractor will be required to utilize.

1.13 Resident Management System Contractor Module (RMS CM)

The contractor shall utilize RMS CM for Administration, Schedules, payments, submittals, correspondence, RFIs, QC, and reports. The Contractor shall comply with all requirements in Specification 01 45 00.15 10 RMS CM.

1.14 Permits and Licenses:

Contractor is responsible for identifying, obtaining and renewing all permits from Federal, state, local, or installation agencies to carry out the requirements specified in this contract or detailed on an individual order.

The Contractor and any applicable subcontractors shall meet all local, state, and federal licensing requirements to carry out the work specified in this contract or detailed on an individual order.

The Contractor shall maintain a list of contractors and their applicable licensing. The contractor shall submit this information to the government on a quarterly basis. Expiration dates shall be tracked by the contractor.

1.15 Operations and Maintenance Documentation

Operations and Maintenance documentation (e.g., facility drawings, equipment data, etc.) to the extent that such documentation is available, will be made available to the Contractor.

1.16 Accuracy Government Furnished Information

The Contractor shall verify all information provided by the government including, but not limited to:

a) Operation and Maintenance Information

b) Facility Descriptions

c) Facility Numbers

d) Facility Location

e) Facility Condition

f) Available Utilities

g) Equipment Lists

h) Equipment Location

i) Equipment Type

j) Equipment Condition

1.17 Technical Library

The Contractor will provide and maintain a general technical library of all regulations and manufacturers' publications that apply to the equipment, system and accessories for the purpose of properly troubleshooting problems with each specific piece of equipment or system components. This information shall be made available to the government upon request.

1.18 Qualified Technician Provision

The contractor is allowed to subcontract work, self-perform work, or a combination of both. The Contractor shall ensure that all technicians are qualified to perform the work. The contractor will be responsible for achieving response requirements for multiple simultaneous field actions while maintaining capability for potential emergency repairs, and still performing required field actions within the period available so as to minimize impacts on facility mission requirements. Prime and subcontractor personnel must be able to obtain site access to include acquisition of necessary credentials and/or security clearance.

1.19 Payment Requests/InvoicesPayment requests shall be prepared using RMS CM in accordance with 01 45 00.15 10 RMS CM. A signed copy of the invoice shall also be emailed to the DESC Inbox at: DESCInvoice@usace.army.mil . All invoices will be submitted within the first 7 working days of each month for the previous month. A single Invoice is to be submitted monthly for each contract and include maintenance and minor repair activities. Maintenance reports will have the 4025 or Form 7 acceptance submitted with the invoice.

Invoices shall include copies of all completed service orders which are included in the invoice.

Completed service orders shall be signed by QAE’s verifying completion for those which require QAE signature. For maintenance activities included in the invoice, all reports required by this PWS must be completed, submitted to HNC and will include the 4025 RMS acceptance with the invoice.

mailto:DESCInvoice@usace.army.mil

The daily safety meeting documentation shall be submitted for all maintenance and service orders. The minimum documentation required is the sign-in sheet with the activities and AHA numbers that were reviewed. Failure to submit this documentation will result in the invoice being rejected.

Contractors will submit their invoices with the contract # and delivery order # to the PM/COR for pre-approval 5 working days prior to the end of the month for review.

If the HNC PM does not review the draft invoice within 5 days – submit the invoice. If the RM reports have been submitted to the government timely the government will pay the submittal, however once reviewed by the government it may need to be resubmitted until accepted.

1.20 Warranty

The contractor shall provide a minimum of one year warranty to cover all parts, materials, and labor for all work performed by the contractor or subcontractors.

Manufacturer’s warranties that exceed one year shall be transferred to the installation.

1.21 Data Rights

The provisions/terms and conditions set forth in DFAR 252.227.7015 shall apply to this award.SECTION 2 – DEFINITIONS

The following definitions are provided for clarification:

Definition of Maintenance and Minor Repair: “Maintenance” under this PWS is defined by DOD 4140.25-M, Vol. II, as recurrent, periodic, or scheduled work to preserve a facility by preventing its deterioration. Repair procedures as used in this contract, means "minor repair" the Contractor is required to perform under this contract to keep the facility in working order or operating condition listed. This includes all equipment on the inventory list and/or all fuel equipment related to the TMP or Class III system. The Contractor will only be required to perform "minor repair" such as replacing a defective valve, meter, gasket, filter elements, etc.

Any task beyond the definition of repair in DOD 4140.25-M or that may require design will be labeled as an engineering project (i.e., "major repair"). Periodic maintenance will be performed on a quarterly, semi-annual, and annual basis.

Ancillary Equipment and Appurtenances: Any device including, but not limited to, piping, fittings, flanges, valves, and pumps used to distribute, meter, or control the flow of petroleum products to and from underground storage tanks (USTs) and aboveground storage tanks (ASTs).

Automotive Gasoline/MOGAS: Various product grades generally satisfying American Society for Testing and Materials (ASTM) D4814. NATO product designations F-46, F-57, and F-67 apply.

Class III Facility: Facility primarily used for bulk storage and distribution of fuel to other locations and/or to support aircraft fueling operations.

CLIN: Contract Line Item. Work will be ordered via order by negotiating firm-fixed quantities of each CLIN according to the estimated effort required to complete the task.

CONUS: Continental United States. Associated with any of the 48 contiguous states of the U.S.

Contracting Officer (KO): A person duly appointed with the authority to enter into and administer contracts on behalf of the Government.

Contracting Officer's Representative (COR): An individual designated in writing by the KO to act as an authorized representative of the KO to perform specific contract administrative functions within the (terms and conditions) of the contract. The COR cannot change or direct any work outside the scope of the contract. Only the KO can change any part of the contract relating to cost, scope, or schedule.

DLA-Energy: Defense Logistics Agency-Energy

DLA Fuels: USACE CEHNC Facilities Program tasked with administering the DLA-Energy requirements.

DOD: Department of Defense

Diesel Fuel: Various product grades generally satisfying ASTM D 975, and Commercial Item Description (CID) A-A-52557 for Post, Camps and Stations procurements. NATO product designation F-504 applies.

FAR: Federal Acquisition Regulation. The federal government’s regulation for the execution of all federal acquisitions and purchases with contractors and suppliers. It contains clauses which may or may not be included in the contract.

Fuels Management Officer (FMO) or equivalent: The FMO is responsible for the safe and efficient receipt, storage, handling, issuing, and accounting of all aviation and ground petroleum products.

Hazardous Product: Product stored in an AST or UST that has a flash point not more than 60°C closed cup, or is subject to spontaneous heating, or is subject to polymerization with release of large amounts of energy when handled and stored without adequate control. The Contractor will exercise the necessary caution in working in that type of environment and will be required to use tools and instruments that are of the explosion proof, non-sparking type.

NTP: Notice To Proceed. Official government authorization given by the Contracting Officer to the Contractor to proceed with a specified portion of the contract.

Ordering Officer: A person duly appointed with the authority to make purchases using service order procedures to obligate the government within monetary limitation of Ordering Officer appointment.

Pipeline Facilities: New and existing piping, rights-of-way, and any associated equipment, facilities, or buildings.

Quality Control: The act by which the Contractor assures that he is following the requirements of the contract. Quality Control is inherently a contractor function.

Quality Control Plan (QCP): The contractor’s plan that describes in detail how their QC system will ensure that the work meets the requirements of the contract.

Quality Assurance: The act by which the government assures that the Contractor is following the approved quality control program. Quality Assurance is inherently a government function.

Quality Assurance Evaluator (QAE): The QAE will be an onsite employee, designated in writing by the contracting officer, who will assist the government in validating requirements and providing limited oversight of Maintenance/Repair activities.

Service Calls: Work that generally does not require detailed planning and is normally accomplished on service orders.

Site: Locations which house fueling equipment. This includes, but is not limited to: Camps, Forts, Stations, Defense Fuel Supply Points, Bases, Depots, Air Support Facilities, Centers, etc.

Transportation Motor Pool (TMP) facility: A facility that houses vehicles that support the installation, generally consisting of trucks, busses and vans. This facility usually has gas station-type pumps used to dispense fuel to general purpose and tracked vehicles.

SECTION 3 – MAINTENANCE ACTIVITIES AND SUBMITTALS

3.0 Scheduled Maintenance Requirements

The Contractor shall inspect, assess, repair, and maintain all equipment and systems at government petroleum facilities listed in Appendices H and I per this PWS.

Maintenance, repair, inspection, and testing results shall be electronically and manually recorded and maintained in permanent facility files. A scheduled maintenance plan listing equipment and frequency of maintenance shall be displayed at each facility.

Maintenance reports shall be provided according to the requirements described in Appendix B Reporting Requirements.3.1 Facility Maintenance Plans

Contractor shall develop and implement a preventive maintenance program plan that includes scheduled recurring maintenance and minor repairs related to recurring, periodic and scheduled work on fuel systems to ensure their availability to receive, store, distribute and dispense fuel.

Recurring maintenance is defined as planned preventative maintenance which is scheduled repeatedly at regular intervals on quarterly, annual and semi-annual basis.

The Contractor shall provide a detailed plan for all facilities included in this contract and their associated equipment, and system components. The plan shall address the frequencies, methods, and procedures for accomplishing the maintenance objectives. The maintenance records and maintenance plan shall be updated as changes occur or upon request by the KO. The Contractor shall ensure maintenance activities are scheduled to prevent or minimize impact to operations.

The Contractor shall immediately notify the KO of any maintenance downtime that could affect operational use of the system and the estimated time that the system will be back in operation.

The Contractor shall submit the facility maintenance plan for each facility/site for government approval within 10 calendar days after initial site visit.

The Contractor shall implement plans within 7 days after government approval.

3.2 Maintenance Tasks

The contractor shall perform maintenance tasks in accordance with the most current UFC 3-460- 03 and Appendix G Maintenance Tasks. See the paragraphs 3.3 through 3.7 for maintenance tasks not listed in Appendix G.

All required diagnostic inspections, tests/checks, calibrations, and adjustments shall be performed as part of the recurring maintenance visit.

The interval between quarterly maintenance visits shall be between 80 and 100 calendar days.

The interval between semi-annual maintenance visits shall be between 170 and 190 calendar days. The interval between annual maintenance visits shall be between 355 and 375 days.

Consumables such as oils/lubricants, bearings, seals, gaskets, nuts/bolts, filters, etc. shall be replaced as part of the associated maintenance task. Other repairs or component replacement shall be performed by service order.

Filters will be provided by the QAE. The contractor shall coordinate with the QAE to schedule filter changes.

3.3 Fire Protection Maintenance Tasks

3.3.1 Quarterly Fire Protection System Maintenance

Fire protection systems for fuel systems and equipment shall be inspected, tested, and maintained (ITM) in accordance with the requirements of UFC 3-601-02, 8 September 2010, NFPA, 11, NFPA 13, NFPA 30, NFPA 30A, and other applicable codes. All applicable ITM tasks identified in UFC 3-601-02 Tables 2-1 through Table 2-26 with a required frequency less than “semi-annually” (Weekly, Monthly, etc.) shall be during the quarterly maintenance. ITM tasks shall not be performed for building level fire protection systems as part of scheduled maintenance, but may be be performed through service orders. Repairs will be performed by Service Order. System impairments and deficiencies shall be reported to the user, installation Fire Chief, and the COR immediately Inspection, Testing, and Maintenance tasks shall be performed by craftspersons trained or qualified in the maintenance and repair of the specific fire protection system in accordance with UFC 3-601-02 paragraph 1-8.1.

3.3.2 Semi-Annual Fire Protection System Maintenance

Fire protection systems for fuel systems and equipment shall be inspected, tested, and maintained (ITM) in accordance with the requirements of UFC 3-601-02, 8 September 2010, NFPA, 11, NFPA 13, NFPA 30, NFPA 30A, and other applicable codes. All applicable ITM tasks identified in UFC 3-601-02 Tables 2-1 through Table 2-26 with a required frequency of “semi-annually” or less shall be performed during the semi-annual maintenance. ITM tasks shall not be performed for building level fire protection systems as part of scheduled maintenance, but may be be performed through service orders. Repairs will be performed as minor repair through a service order. System impairments and deficiencies shall be reported to the user, installation Fire Chief, and the COR immediately. Inspection, Testing, and Maintenance tasks shall be performed by crafts persons trained or qualified in the maintenance and repair of the specific fire protection system in accordance with UFC 3-601-02 paragraph 1-8.1.

3.3.3 Annual Fire Protection System Maintenance

Fire protection systems for fuel systems and equipment shall be inspected, tested, and maintained (ITM) in accordance with the requirements of UFC 3-601-02, 8 September 2010, NFPA, 11, NFPA 13, NFPA 30, NFPA 30A, and other applicable codes. All applicable ITM tasks identified in UFC 3-601-02 Tables 2-1 through Table 2-26 with a required frequency of “annually” or less shall be performed during the annual maintenance. Applicable ITM tasks with a frequency greater than 1 year shall be initially performed during the first year and shall then be performed per the frequency required by UFC 3-601.02. ITM tasks shall not be performed for building level fire protection systems as part of scheduled maintenance, but may be be performed through service orders. Repairs will be performed as minor repair. System impairments and deficiencies shall be reported to the user, installation Fire Chief, and the COR immediately Inspection, Testing, and Maintenance tasks shall be performed by craftspersons trained or qualified in the maintenance and repair of the specific fire protection system in accordance with UFC 3-601-02 paragraph 1-8.1.

3.4 Back-up Power Generators

Backup power generators shall be maintained in accordance with the manufacturer’s guidelines.

Manufacturer required maintenance activities with a frequency greater than quarterly shall be performed quarterly.

3.5 Air Compressors

Air Compressors shall be inspected, maintained, and tested according to the manufacturer’s guidelines in addition to the following tasks:

• Drain The Moisture From The Tanks

• Clean Intake Vents

• Tighten All Fasteners

• Check Hoses

Manufacturer required maintenance activities with a frequency less than quarterly shall be performed quarterly.

3.6 Pumps

Pumps shall be maintained in accordance with the manufacturer’s guidelines as well as the Appendix G Maintenance Tasks. Manufacturer required maintenance activities with a frequency greater than quarterly shall be performed quarterly.

3.7 Coatings, Markings, and Signage

Repairs to or replacement of coatings, markings, and signage shall be performed by service order or as part of the incidental repairs described in paragraphs 3.9.

Repairs to coatings or markings that are…