W912GB18R0038-0001.pdf

W912GB18R0038

AMENDMENT OF SOLICITATION/MODIFICATION OF CONTRACT

Except as provided herein, all terms and conditions of the document referenced in Item 9A or 10A, as heretofore changed, remains unchanged and in full force and effect.

15A. NAME AND TITLE OF SIGNER (Type or print)

30-105-04EXCEPTION TO SF 30

APPROVED BY OIRM 11-84

STANDARD FORM 30 (Rev. 10-83) Prescribed by GSA

FAR (48 CFR) 53.243

Please see the continuation page.

1. CONTRACT ID CODE PAGE OF PAGES

U 1 38

16A. NAME AND TITLE OF CONTRACTING OFFICER (Type or print)

16C. DATE SIGNED

BY 02-Oct-2018

16B. UNITED STATES OF AMERICA15C. DATE SIGNED15B. CONTRACTOR/OFFEROR

(Signature of Contracting Officer)(Signature of person authorized to sign)

8. NAME AND ADDRESS OF CONTRACTOR (No., Street, County, State and Zip Code) X W912GB18R0038

X 9B. DATED (SEE ITEM 11)

17-Sep-2018

10B. DATED (SEE ITEM 13)

9A. AMENDMENT OF SOLICITATION NO.

11. THIS ITEM ONLY APPLIES TO AMENDMENTS OF SOLICITATIONS

X The above numbered solicitation is amended as set forth in Item 14. The hour and date specified for receipt of Offer is extended, X is not extended.

Offer must acknowledge receipt of this amendment prior to the hour and date specified in the solicitation or as amended by one of the following methods:

(a) By completing Items 8 and 15, and returning 1 copies of the amendment; (b) By acknowledging receipt of this amendment on each copy of the offer submitted;

or (c) By separate letter or telegram which includes a reference to the solicitation and amendment numbers. FAILURE OF YOUR ACKNOWLEDGMENT TO BE RECEIVED AT THE PLACE DESIGNATED FOR THE RECEIPT OF OFFERS PRIOR TO THE HOUR AND DATE SPECIFIED MAY RESULT IN

REJECTION OF YOUR OFFER. If by virtue of this amendment you desire to change an offer already submitted, such change may be made by telegram or letter, provided each telegram or letter makes reference to the solicitation and this amendment, and is received prior to the opening hour and date specified.

12. ACCOUNTING AND APPROPRIATION DATA (If required)

13. THIS ITEM APPLIES ONLY TO MODIFICATIONS OF CONTRACTS/ORDERS.

IT MODIFIES THE CONTRACT/ORDER NO. AS DESCRIBED IN ITEM 14.

A. THIS CHANGE ORDER IS ISSUED PURSUANT TO: (Specify authority) THE CHANGES SET FORTH IN ITEM 14 ARE MADE IN THE

CONTRACT ORDER NO. IN ITEM 10A.

B. THE ABOVE NUMBERED CONTRACT/ORDER IS MODIFIED TO REFLECT THE ADMINISTRATIVE CHANGES (such as changes in paying office, appropriation date, etc.) SET FORTH IN ITEM 14, PURSUANT TO THE AUTHORITY OF FAR 43.103(B).

C. THIS SUPPLEMENTAL AGREEMENT IS ENTERED INTO PURSUANT TO AUTHORITY OF:

D. OTHER (Specify type of modification and authority)

E. IMPORTANT: Contractor is not, is required to sign this document and return copies to the issuing office.

14. DESCRIPTION OF AMENDMENT/MODIFICATION (Organized by UCF section headings, including solicitation/contract subject matter where feasible.)

10A. MOD. OF CONTRACT/ORDER NO.

2. AMENDMENT/MODIFICATION NO. 5. PROJECT NO.(If applicable)

6. ISSUED BY

3. EFFECTIVE DATE

02-Oct-2018

CODE

CONTRACTING DIVISION

US ARMY CORPS OF ENGINEERS

KONRAD ADENAUER RING 39

D-65187 WIESBADEN GERMANY

WIESBADEN 65187

W912GB 7. ADMINISTERED BY (If other than item 6)

4. REQUISITION/PURCHASE REQ. NO.

CODE

See Item 6

FACILITY CODECODE

EMAIL:TEL:

SECTION SF 30 BLOCK 14 CONTINUATION PAGE

SUMMARY OF CHANGES

SECTION SF 30 - BLOCK 14 CONTINUATION PAGE

The following have been added by full text:

AMENDMENT 0001

The purpose of this amendment is to make the following revisions:

- Provide a revised Performance Work Statement (PWS) dated 26 September 2018

- Provide Appendix E Past Performance Questionnaire (PPQ)

- Provide Revised Appendix A

- Revise Section L regarding submission of PPQs

- Add quantity information to the CLIN schedule

- Add CLIN 0011 for Task 11 Installation Access in the revised PWS

- Remove FAR Clause 52.000-4101.

- Remove duplicate FAR Clause 52.000-4091

SECTION B - SUPPLIES OR SERVICES AND PRICES

CLIN 0007

The unit of issue Job has been added.

CLIN 0008

CLIN 0009

CLIN 0010

CLIN 0011 is added as follows:

ITEM NO SUPPLIES/SERVICES QUANTITY UNIT UNIT PRICE AMOUNT

0011 Job Task 11 - Installation Access

FFP

FOB: Destination

NET AMT

SECTION C - DESCRIPTIONS AND SPECIFICATIONS

The following have been modified:

PERFORMANCE WORK STATEMENT

Performance Work Statement (PWS) USAG Italy: Camp Darby, Caserme Ederle, Caserme Renato Del Din

Vicenza and Livorno, Italy 04 September 2018 26 September 2018

Rev 0.a

I. DESCRIPTION OF WORK

Under this Performance Work Statement (PWS), Contractor shall provide all labor, supervision, transportation, supplies, vehicles, tools, materials, equipment and incidental services required to execute and document Recurring Maintenance and Repair Services for Defense Logistics Agency (DLA) capitalized facilities at U.S. Army Garrison (USAG) Italy Installations to include Camp Darby, Caserme Ederle, and Caserme Renato Del Din, Italy. Contractor shall provide Recurring Maintenance and Repair Services through implementation of a Preventive Maintenance Plan which defines, schedules, and executes periodic quarterly, semi-annual, and annual facility inspections. The preventative maintenance program shall also include Emergency Repair, Repair, Emergency Environmental Support, and Records Management. The Contractor shall perform an annual assessment of facilities. The work will not be considered complete until a report in English or the language identified in the work request has been received, reviewed and approved by the USACE Contracting Officer’s Representative (COR). All required deliverables/documents will be reviewed by all project stakeholders.

II. DEFINITIONS

1.0 Scheduled Maintenance

Scheduled Maintenance consists of all scheduled, planned, and recurring maintenance of infrastructure and equipment with the goal of improving equipment life by preventing excess depreciation and impairment. This maintenance includes, but is not limited to, adjustments, cleaning, lubrication, repairs, filter and belt replacements.

2.0 Unscheduled Maintenance

Unscheduled Maintenance consists of Service Orders (SO) that are issued to repair or replace non-functional elements of the system or to correct current deficiencies as related to DLA-E capitalized assets. The Contractor shall identify, isolate, and rectify the deficiency or fault so that the failed equipment of system can be restored to an operational condition within the tolerances or limits established for in-service operations. Unscheduled maintenance may also be called corrective maintenance (CM).

Each Service Order proposal issued under the Unscheduled Maintenance Contract Line Item Number (CLIN) shall include all indirect labor, direct labor, material, and equipment costs associated with the preparation, assessment, troubleshooting, travel, and execution of repair.

III. CONTRACTOR PLANS

The following section discussion the development and implementation of contractor plans.

1.0 Work Plan (WP)

The Work Plan shall be prepared and implemented by the Contractor as part of their project work.

The WP shall apply to all tasks/activities and products required by this contract. The WP shall be submitted in report format, and approved by the USACE Contracting Officer’s Representative (COR) before field activities can commence.

The Contractor shall provide a project specific WP including, at a minimum, the following:

a. Detailed Description of Project Activities

b. Detailed Project Schedule though entire period of performance that includes each task, milestone, and submittal under this PWS

c. Identification of Key Project Team Personnel with role and contact information

d. Plan to Obtain Installation Access

e. Permitting Plan (for all required permits to include, but not limited to, Hot-Work Permits, Dig

Permits, Camera Passes/Permits, Confined Spaces Permit)

f. Checklist of DLA Capitalized Assets and quarterly, semi-annual, and annual maintenance requirements for each asset with reference to the inspection requirements of this PWS

g. Emergency Response Plan (to include, but not limited to, Emergency Contact Information and Emergency Reporting Procedures)

The Contractor shall provide one electronic copy of the Draft Final Work Plan to the U.S. Army Corps of Engineers (USACE) COR in accordance with the delivery schedule. Comments to the Draft WP will be provided by the Army Petroleum Center (APC), USACE, and Defense Logistics Agency (DLA) stakeholders, from which the Contractor will submit a Final WP for approval. Field work shall not commence prior to approval of the Final WP.

2.0 Contractor Quality Control Plan (QCP)

The Contractor shall be responsible for contract performance quality control. To facilitate this effort, the Contractor shall establish an inspection system acceptable to the Government. The Contractor shall provide a Quality Control Plan (QCP), which addresses methods for meeting the requirements of this PWS.

The complete QCP shall be submitted to the USACE COR in accordance with the delivery schedule. Field work shall not commence prior to approval of the Final QCP.

3.0 Health and Safety Plan (HASP)

The Contractor shall prepare and submit a project specific Health and Safety Plan (HASP). The HASP shall comply with OSHA, the Corps of Engineers Safety and Health Requirements Manual (EM 385-1-1 current version), Host Nation and local regulatory requirements.

The HASP will address potential hazards that the investigation activities may present to the Contractor’s personnel as well as to the Army and local community. The HASP will clearly identify, at a minimum, the specific project Site Safety and Health Officer (SSHO), at least one other SSHO alternate, and a Competent Person (CP) meeting the requirements of EM 385-1-1 Section 1, current version. The plan will detail personnel training and responsibilities, project equipment, necessary personal protective equipment, decontamination, medical surveillance, and other applicable procedures and protocols for maintaining complete project safety. Any actions required protecting the surrounding environment, community and other third parties (e.g. visitors) will be discussed. The Contractor shall insure that his/her personnel are not only aware of, but also comply with the safety requirements. Adherence to the plan and protection of the environment is the responsibility of the Contractor.

The Contractor shall include a subsection titled “Activity Hazard Analysis Report” to address a project specific Activity Hazard Analysis (AHA) for expected tasks that fall under this contract. AHAs must be developed by the Prime Contractor, subcontractor, or supplier performing the work, and provided for Prime Contractor review and approval before submitting to the USACE COR. AHAs must be signed by the SSHO, Superintendent, QC Manager and the subcontractor Foreman performing the work. The AHA shall be formatted in accordance with EM 385-1-1, Section 1 or as directed by the Contracting Officer. AHAs must identify competent persons required for phases involving high risk activities, including confined space entry, crane and rigging, excavations, trenching, electrical work, fall protection, and scaffolding, etc.

The AHA format shall be in accordance with USACE EM 385-1-1, Section 01.A.14. Subsequent AHAs shall be formatted as amendments to the HASP. The analysis should be used during daily inspections to ensure the implementation and effectiveness of the activity's safety and health controls. Contractor shall submit the Draft HASP to the Contracting Officer (KO) or COR within 21 calendar days from contract award. Once reviewed and accepted by the KO or COR, the APP and attachments will be enforced as part of the contract. Disregarding the provisions of this contract or the accepted HASP is cause for stopping of work, at the discretion of the Contracting Officer, until the matter has been rectified.

The Contractor shall provide one electronic copy of the Draft Final HASP to the USACE COR in accordance with the delivery schedule. Comments to the Draft WP will be provided by APC, USACE, and DLA, from which the Contractor will submit a Final HASP for approval. Field work shall not commence prior to approval of the Final HASP.

4.0 Accident Prevention Plan

The contractor prepare and shall submit a project specific Accident Prevention Plan (APP). The Contractor shall use a qualified person to prepare the written contract APP in accordance with the format and requirements of USACE EM 385-1-1- and as supplemented herein. The Contractor shall cover all paragraph and subparagraph elements in Appendix A of USACE 385-1-1 “Minimum Basic Outline for Accident Prevention Plans”. The APP must be project specific and address any unusual or unique aspects of expected to be encountered under this contract.

The APP shall be continuously reviewed and amended, as necessary, throughout the life of the contract. Unusual or high-hazard activities for regular scheduled maintenance activities not identified in the original APP shall be incorporated in the plan as they are discovered.

Changes to the accepted APP shall me made only with the written concurrence of the Contracting Officers, Project Superintendent, SSHO, and Quality Control Manager.

The Contractor shall provide one electronic copy of the Draft Final APP to the USACE COR in accordance with the delivery schedule. Comments to the Draft APP will be provided by APC, USACE, and DLA, from which the Contractor will submit a Final APP for approval. Field work shall not commence prior to approval of the Final APP.

5.0 Site Specific Equipment Inventory List

The Contractor shall prepare a site specific Equipment Inventory List (EIL) for all capitalized facilities, broken down by individual component (i.e. dispensers, tanks, meters, gauges, pumps, valves, etc.). The EIL shall be in a list format. The EIL shall, at a minimum, include the following information for each component:

a. Site Code

b. Installation

c. Facility Number

d. Location

e. Component Type

f. Description

g. Size

h. Identification Number

i. Manufacturer

j. Model/Part Number

k. Serial Number

l. Flow

m. Motor Ratio

n. Pressure Range

o. Test Tee

p. Operational? (Yes or No)

q. Date Installed

r. Condition or Replacement Date

The Contractor shall submit completed EIL for each installation within six (6) calendar months of the contract award and shall update the EIL annually for the life of the contact. The Contractor shall provide one electronic copy of the Draft Final EIL to the USACE COR in accordance with the delivery schedule.

Comments to the Draft EIL will be provided by APC, USACE, and DLA, from which the Contractor will submit a Final EIL for approval.

6.0 Installation Status Report

The Contractor shall coordinate with each Installation to determine if an Installation Status Report (ISR) has been completed within the last year that includes the Installation’s capitalized facilities. If an ISR exists, the contractor shall obtain a copy, verify its accuracy, and update the condition of capitalized facilities as appropriate. If an ISR does not exist, or the most recent version is more than one year old, the contractor shall prepare a site specific ISR for the capitalized facilities included in this contract. Completed ISRs shall be submitted to the USACE COR for verification of the accuracy and completeness. Upon sign-off from the COR, ISRs shall be submitted per the PWS Table of Submittals. The Contractor shall submit completed or updated ISRs for each Installation within one (1) year of contract award and shall update the ISR annually for the life of the contract.

Sample Army Installation Status Reports are provided for information only in Attachment A and Attachment B.

The Contractor shall provide one electronic copy of the Draft Final ISR to the USACE COR in accordance with the delivery schedule. Comments to the Draft ISP will be provided by ACP, USACE, and DLA, from which the Contractor will submit a Final ISP for approval.

7.0 Kick Off Meeting

The Contractor will schedule the kick-off meeting at the Contractor’s offices on Site with subcontractors present within fifteen (15) working days of contract award. The Contractor will attend the project kick-off meeting with the USACE COR and pertinent team members. Final clarification, preparation, and coordination will be made during the kick-off meeting. Access and “Installation Passes” requirements will be reviewed. The Contractor shall provide a proposed activity schedule, explain the intended approach in executing the Contract, provide a list of personnel to be involved in the project work, and provide additional information helpful in initiating the effort. Project details and background information will also be identified.

The Contractor shall be responsible for recording minutes, and providing a sign-in sheet for attendees. The Contractor shall coordinate the agenda for the kick-off meeting with the USACE COR at least five (5) working days before the meeting is scheduled to take place. The meeting minutes shall be provided in English to the USACE COR within five (5) working days after the meeting, via email. Upon approval of the meeting minutes, the USACE COR will direct the Contractor to deliver the meeting minutes to other meeting attendees via email.

8.0 Site Specific Comprehensive Warranty Report

The Contractor shall maintain warranty repair for the prime and service Contractors with the Contracting Officer and the COR during one year warranty periods, periods of extended warranties and/or other specified warranty periods for all USAG Italy Installation under this PWS. The Contractor shall coordinate and maintain a record of contact information and warranty repairs throughout the duration of the contract period in order to develop a Site Specific Comprehensive Warranty Report containing all equipment installed under this contract for both scheduled and unscheduled maintenance activities.

The warranty period begins on the date of Government acceptance and continues for one year or as otherwise specified in the PWS.

The information included within in the Site Specific Comprehensive Warranty Report shall include, at a minimum, the following:

a. Roles and responsibilities of all personnel associated with the warranty process, including points of contact and telephone numbers within the organization of the Contractors, subcontractors, manufacturers and suppliers involved.

b. A listing of Certificates of Warranty for extended warranty items, to include items such as pumps, motors, and any other commissioned systems such as lightening protection systems.

c. A list for each warranted equipment or item indicating:

i. Service Order Identifier (e.g. DRB-XXX,EDE-XXX or RDD-XXX)

ii. Description of work

iii. Name of Materials ( with Model and Serial Numbers)

iv. Facility Number and/or Location where installed

v. Starting Warranty Effective Date

vi. Duration of Warranty (include one (1) year overall warranty). Items with extended warranties must be indicated with separate warranty expiration dates.

The Contractor shall submit a Site Specific Comprehensive Warranty Report, one for Camp Darby, another for Caserme Ederle, and another one for Caserme Renato Del Din, within ten (10) calendar days of the end of period of performance for review and acceptance by the Government.

IV. SPECIFIC REQUIREMENTS

The work will be accomplished through the performance of the tasks described below:

1.0 TASK 1 Scheduled Recurring Maintenance (Camp Darby, Livorno, Italy) The Contractor shall implement scheduled recurring maintenance to include inspections of all fuel receipt, storage, transfer, and distribution systems in accordance with systems maintenance (SM) tasks identified in UFC 3-460-03 (summarized in Appendix C of the UFC 3-460-03), dated 10 November 2017, other applicable US or Host Nation directives, manufacturer’s specifications, and best commercial practices. The Contractor shall implement a systematic plan contributing to the uninterrupted functioning of the fuel facilities and provide copy of inspection reports to the COR and the fuel facility operator, to include a list of recommended actions. The Contractor shall perform quarterly maintenance tasks on four separate occasions, the semi-annual tasks on two separate occasions, and the annual tasks on one occasion, as documented in Contractor’s approved maintenance schedule. Scheduled recurring maintenance under this requirement is for Camp Darby, their associated equipment, and system components. PWS and Attachment C, EBS List, includes real property and facility numbers.

Contractor shall inspect, at a minimum, the containment systems, OWS systems, leak detection systems, corrosion protection, power generation systems (permanently installed (non-equipment) to include stand-alone fuel tanks), Automatic Tank Gauge systems, and other systems/components identified in UFC 3-460-03 as part of quarterly, semi-annual, and annual inspections. Any deficiencies with these systems shall be reported to the USACE in the inspection reports.

The Contractor shall ensure that fuels systems shall ensure maintenance activities are scheduled to prevent or minimize impact to operations. The Contractor shall immediately notify the COR and the PM 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 ensure that fuel systems shall be available to receive, store, distribute and dispense mission essential fuel requirements at all facilities, by which performance shall be measured under a quality assurance surveillance plan. The Contractor shall determine the average percentage of system availability to receive, store, distribute, and dispense fuel at each fuel facility listed on a monthly and annual basis, which shall be provided to the USACE COR as a monthly and comprehensive annual report. The Contractor shall maintain a minimum of 95% quarterly availability for all facilities listed to receive fuel. This shall be calculated off the total availability for each facility. If DLA has approved for a specific fuel product to be removed or transferred to another location, the Contractor shall provide written documentation certifying volume of fuel product removed or transferred no later than 24 hours after the action.

1.1 Preventative Maintenance Frequencies

The Contractor shall provide scheduled maintenance services for DLA-E capitalized systems, equipment, and assets at Camp Darby. Scheduled maintenance shall be conducted in accordance with the frequencies and procedures specified in applicable codes, specifications, and industry standards. Where there is disagreement between two standards, the most stringent standard shall prevail unless determined otherwise by the Government. The Contractor shall reset the maintenance schedule cycle for all DLA capitalized assets at the start of the contract. The Contractor shall complete Annual requirements within the first six

(6) calendar months of the award.

1.2 Maintenance Reports

The Maintenance Reports shall be completed every three (3) months or every quarter, for a total of four (4) Maintenance Reports per annual performance period. The Contractor shall prepare and submit a maintenance report describing the work performed since the previous work, work currently underway, work anticipated, and an updated project schedule showing each task, milestone event and submittal required by this PWS where applicable. Within each report, the Contractor shall specify, the semi-annual and annual requirements, in addition to the quarterly requirements that are conducted during the specific maintenance report. The report shall state whether current work is on schedule. If the work is not on schedule, the Contractor shall state what actions are anticipated in order to get back on schedule. In addition, the quarterly report shall include, safety issues identified since the previous report, any customer comments and ratings, data analysis (e.g. scheduled maintenance funds spent, and top 10 recurring maintenance with frequency of maintenance included) and backup data as required. The Contractor shall also denote the frequency of the scheduled maintenance (e.g. quarterly, semi-annual, annual). The report shall reference the applicable UFC or host nation requirement to ensure that all requirement scheduled maintenance was completed.

The report shall be submitted no later than the fourteen (14) calendar days after the end of each active quarter and shall discuss the previous month’s activities. (e.g. If Quarter 1 runs from 1 January through 31 March, the Quarter1 Maintenance report shall be submitted no later than 14 of April 2018). Quarter 4 Report shall be submitted prior to the submission of final progress payment invoice

2.0 TASK 2 Scheduled Recurring Maintenance (Caserme Ederle, Vicenza, Italy) The Contractor shall implement scheduled recurring maintenance at Caserme Ederle, Vicenza, Italy. The specific task details to be performed at Caserme Ederle shall be identical to TASK 1 above.

3.0 TASK 3 Scheduled Recurring Maintenance (Caserme Renato Del Din, Vicenza, Italy) The Contractor shall implement scheduled recurring maintenance at Caserme Renato Del Din, Vicenza, Italy. The specific task details to be performed at Caserme Renato Del Din shall be identical to TASK 1 above.

4.0 TASK 4 Unscheduled Repair Service Orders (Camp Darby, Livorno, Italy) The Contractor shall provide all personnel, vehicles, equipment, tools, materials, supervision, and all other services necessary to provide corrective maintenance for the repair or replacement of non-functional elements supporting POL distribution points and DLA-E capitalized assets throughout period of performance at Camp Darby. Contractor shall conduct unscheduled repairs per approved Service Orders (SO). Individual SO proposal estimates submitted under the Cost Plus Fixed Fee Unscheduled Repair Contract Line Item Numbers (CLINs) shall include all indirect labor, direct labor (based on contractor’s cost experience in performing the task), material, and equipment costs associated with the preparation, assessment, troubleshooting, and execution of the repair. Fee is not authorized at the service order level.

Once given a notice to proceed by the KO or COR to execute the service order repair, the contractor shall not exceed the costs proposed without first obtaining approval from the KO or COR. Performance metrics used by the Government to promote realism and accuracy of Contractor SO price estimates will measure the variance of the initial service order estimate compared to the invoiced amount. The Contractor shall not execute SOs in excess of total amount obligated against the unscheduled maintenance CLIN.

The Contractor shall honor a one (1) year warranty period on all repair work to include materials and workmanship.

4.1 Service Order Process

Service Orders (SOs) are initiated upon identification of a site/system deficiency and are submitted by the installation, USACE, or other approved entity for approval on a SO request from similar to the sample form provided in Attachment D (Sample SO Request Form). A Service Order (SO) is a corrective maintenance request which identifies a deficiency, the status of deficiency, the status of deficiency (Routine or Emergency), and provides a recommended solution (see Sample Service Order Submission Form, Attachment E). The technical scope and price proposal shall be submitted to the Government with sufficient detail and supporting documentation per contract requirements. The Government will validate requirement, determine priority, and attain approval. The SP and supporting documentation shall be submitted through the Contractor’s Computer Maintenance Management System (CMMS), or as otherwise directed by the COR.

The Contractor shall complete all the required information on the service order form accurately and completely and submit a cost estimate to the USACE PM (See Attachment E, Sample Service Order Submission Form). Additional sheets may be used for listing materials and safety related documents if there is insufficient room on the SO form. Supporting documentation required to be submitted with the SO proposal estimates include, but is not limited to, labor, bill of materials, cost of equipment etc. Multiple quotes for material or services in excess of the $5,000.00 micro-purchase threshold are required and must be retained by Contractor. When multiple quotes are required but are not able to be obtained, the Contractor shall complete the Sole Source Justification Form (See Attachment F) and also retained by the Contractor. The multiple quotes and Sole Source Justification is not required to be submitted with each service order proposal estimate; however, the documentation shall be provided at the request of the KO or COR. The Contractor shall also submit a service order balance sheet along with each service order proposal estimate. The balance sheet shall include, at a minimum, the total EURO awarded capacity for unscheduled maintenance, the total EURO amount of all previously approved (to include completed) SOs, and the effect the subject SO proposal estimate will have on the remaining capacity.

Contractor shall submit electronic copy of the SO to the Government for review and approval. The Government will review the proposal and upon approval will generate a

Notice-to-Proceed (NTP) for the specific task. Once given a notice to proceed by the KO or COR to execute the service order repair, the contractor shall not exceed the costs proposed without first obtaining approval from the KO or COR. The Contractor shall not proceed with any repairs prior to written notification from the COR, and the Contractor shall not execute SOs in excess of the total amount obligated against the unscheduled maintenance CLIN.

All Service Orders must be approved by the Contracting Officer or the COR before work commences.

4.2 Emergency Service Orders

Emergency service order is defined as the restoration of a piece of equipment, a system, or a facility where there is threat to life safety, significant damage to Government property or potential loss of a base’s mission or national security.

When notified by the COR, the Contractor shall respond onsite for repairs within twelve (12) hours of notification. The Contractor shall complete repairs within seventy-two (72) hours after NTP, 24 hours a day, 7 days a week.

If the Emergency service order system deficiency cannot be repaired within the requisite timeframe, the Contractor shall provide written notification to USACE COR and the KO via e-mail. The COR and KO notification shall include specific repair details of reason why the system deficiency cannot be mitigated or corrected, a description and model number of the long lead part(s), the date the part was ordered, the date the part is expected to arrive and the expected completion dates/times. In a few cases, the parts required for repair may be long lead items, and in this case, the Contractor shall make a good faith effort to complete the equipment repair within the seventy-two (72) hour period.

The Contractor shall contact the USACE COR on all Emergency Service orders when they are completed and submit all documentation the following business day.

4.3 Routine Service Orders

Routine service order is defined as any general repair not assigned a higher priority.

When notified by the COR, the Contractor shall respond onsite for repairs within eighteen

(18) calendar days after notification. The Contractor shall complete repairs within thirty (30) calendar days after NTP. Routine service orders should be accomplished by the most economical and efficient manner, on a “first come, first serve” basis. Personnel shall not be diverted from Emergency service orders.

If the Contractor cannot meet the requisite timeframe to respond to and repair Routine service orders, the Contractor shall provide written notification to the COR via e-mail. The COR notification shall include specific repair details of reason why the system deficiency cannot be corrected, a description and model number of the long lead part(s), the date the part was ordered, the date the part is expected to arrive and the expected completion dates/times. In a few cases, the parts required for repair may be long lead items, and in this case, the Contractor shall make a good faith effort to complete the equipment repair within the routine service repair requirement listed above within this section.

4.4 Approval Authority

All Service Orders must be approved by the Contracting Officer, the COR, or the designated authority before work commences. The Contracting Officer may assign a Contracting Officer’s Representative (COR) to determine priority level and validate requirements as identified in their appointment letter. The COR may approve routine and emergency service orders equal to or less than $10,000.00 (or Euro equivalent) or as authorized by the KO.

If during the execution of Emergency Service Order authorized by the KO, the Contractor feels that the total value of the SO work will exceed the $10,000.00 (or Euro equivalent) limit (or as authorized by the KO), the Contractor shall cease work, and notify (verbal or written) the KO. If verbal notification, it shall be followed up by written notification to the KO within one (1) working day. Contractor shall await further instructions from the KO.

Service Order support identified under this task may be utilized at other locations identified in this PWS per the approval of the KO or COR.

4.5 Monthly Progress Status Report

The Contractor shall track all Service Order costs and provide for all facilities within the Monthly Progress Status Report. The Contractor shall prepare and submit a monthly progress report describing the work performed since the previous report, work currently underway and work anticipated. The report shall state whether current work is on schedule. If the work is not on schedule, the Contractor shall state what actions are anticipated on order to get back on schedule.

In addition, the monthly report shall, at a minimum, include the following:

a. A Balance Sheet showing current available balance of funds for Service Orders tracked against the Unscheduled Repair Service Order Capacity

b. Safety issues identified since the previous report

c. Any customer comments and ratings

d. Data Analysis (e.g. Service Orders approved/completed per month, scheduled maintenance funds spend per month, number of backlog Service Orders, average cost of Emergency SO’s and Routine SO’s, average time from identification to repair for and emergency SO’s, and top 10 recurring maintenance or repairs with frequency of maintenance/repair included)

e. Supporting Documentation

The report shall be submitted no later than the last Friday of each calendar month or other similar frequency approved by the COR, and shall discuss the current month’s activities.

4.6 Service Order Completion Report

The Contractor shall submit a service order completion report (SOCR) following the successfully completion of any service order.

The SOCR shall, at a minimum, include the following:

a. Narrative of Service Order Request

b. Narrative of Corrective Actions

c. Photo log

d. Updated As-Built Drawings and electrical/mechanical control diagrams resulting from completed service order

e. Updated equipment manuals and operating and maintenance instructions for new equipment installed under the completed service order

f. Estimated cost to completed

g. Final Costs

The report shall be submitted no later than ten (10) calendar days following the completion of field work. Following acceptance of the SOCR, the invoice for completion of the service order may be submitted for payment with all the necessary paper work for documentation of billing.

4.7 Site Specific Final Summary Report

The Contractor shall summarize and compile all monthly Progress/Status Reports into one comprehensive Annual Summary Report to be provided to the USACE COR prior to the end of the period of performance and prior to the submission of final progress payment invoice. The report shall discuss any observed trends or issues with maintenance and repair activities. The report shall contain a description, resolution, and cost of each service performed.

5.0 TASK 5 Unscheduled Repair Service Orders (Caserme Ederle, Vicenza, Italy) The Contractor shall provide corrective maintenance for the repair or replacement of non-functional elements supporting POL distribution points and DLA-E capitalized assets throughout the period of performance at Caserme Ederle, Vicenza, Italy. The specific task details to be performed at Caserme Ederle shall be identical to TASK 4 above.

6.0 TASK 6 Unscheduled Repair Service Orders (Caserme Renato Del Din, Vicenza, Italy) The Contractor shall provide corrective maintenance for the repair or replacement of non-functional elements supporting POL distribution points and DLA-E capitalized assets throughout the period of performance at Caserme Renato Del Din, Vicenza, Italy. The specific tasks details to be performed at Caserme Renato Del Din, Vicenza, Italy shall be identical to TASK 4 above.

7.0 TASK 7 Annual Fuel Site Assessment (Camp Darby, Livorno, Italy) The Contractor shall initiate a full site assessment of the fuel facilities at Camp Darby within 30 days after award. This site assessment shall be coordinated with the USACE COR and conducted with USACE, DLA, operations Terminal Managers, and/or other Government Representative as witness. The Contractor shall provide an assessment report with recommended repairs to DLA Capitalized Assets no later than 30 calendar days after completion of the site assessments. This report will be evaluated by the Government, and follow on work may be requested, and if approved, executed as a Repair Service Order.

The information included within in the Annual Fuel Site Assessment Report shall include, at a minimum, the following:

a. Contractor Personnel conducting the Assessment

b. A list of each assessed equipment of item indication the following:

i. Assessed Item/System Name

ii. Facility number and/or Location

iii. Type of Assessment Conducted (Visual, System Test, e.g.)

iv. Deficiencies Present/Issued Observed (Identify and reference)

v. Recommendation for repairs of present deficiencies and cost to perform the work

(Rough Order of Magnitude)

The Contractor shall identify any potential health hazards and environmental concerns with the fuel facilities and their interconnected assets to include but not limited to containment, trench drains, piping to retaining basin, Oil Water Separators (OWS), leak protection systems on pipelines, and storage tanks. Record (if any) environmental concerns from the POL distribution points and notify the USACE COR, Operations Terminal Manager, Base Quality Assurance Evaluators (QAEs), and Base Environmental Office immediately.

The Contractor shall provide one electronic copy of the Draft Final Annual Fuels Site Assessment Report to the USACE COR in accordance with the delivery schedule. Comments to the Draft Report will be provided by USACE, from which the Contractor will submit a Final Annual Fuel

Site Assessment Report for approval. Upon approval, the Annual Fuel Site Assessment Report will be distributed to APC and DLA.

8.0 TASK 8 Annual Fuel Site Assessment (Caserme Ederle, Vicenza, Italy) The Contractor shall initiate a full site assessment of the fuel facilities at Caserme Ederle within 30 days after award. The specific task details to be performed at Caserme Ederle shall be identical to TASK 7 above.

9.0 TASK 9 Annual Fuels Site Assessment (Caserme Renato Del Din, Vicenza, Italy) The Contractor shall initiate a full site assessment of the fuel facilities at Caserme Renato Del Din within 30 days after award. The specific task details to be performed at Caserme Renato Del Din shall be identical to TASK 7 above.

10.0 TASK 10 – Contractor Manpower Reporting Application

The contractor shall report all contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the US Army Corps of Engineers via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: https://www.ecmra.mil.

Reporting inputs will be for the labor executed during the period of performance during each government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year of contract performance. Contractors may direct questions to the help desk at:

http://www.ecmra.mil to review user manuals and gain an understanding about the data fields that will be included in the reporting structure that is hosted at http://www.ecmra.mil/.

The Contractor shall send written confirmation of reporting inputs to the USACE PM no later than 31 October of each calendar year of contract performance. Contractor shall provide verification to COR that requirements have been met prior to payment of final invoice.

11.0 Task 11 – Installation Access

The Contractor shall obtain Installation Access for all locations for this requirement prior to commencement of service tasks in accordance with this PWS. The Installation Access period shall begin at time of award and end on 30 November 2018. The remainder of the performance requirement tasks shall begin on 1 December 2018 for a 12 month period of performance to account for this requirement. This Task is a Not Separately Priced (NSP) item.

V. WARRANTY

The system, all ancillary component, mechanical equipment, electrical equipment, subsystems, data transmission systems, and all Contractor provided software shall be covered by contract warranty. The Contractor shall warrant all products and services provided under this contract (material and labor) for a period of one (1) year from the date of Government acceptance or the offeror’s standard commercial warranty period, whichever is greater. Upon any product/service failure during the warranty period, Contractor’s response time to restore systems services shall be within the timeframes indicated herein. The Government may elect to procure extended warranties.

Upon notification by the USACE PM of a potential warranty issue, the Contractor shall respond onsite for repairs within seventy-two (72) hours of notification. The Contractor shall completed repairs within five (5) working days of arriving onsite.

VI. PERIOD OF PERFOMANCE

The Contractor shall provide the requirements described in this document for a period of performance of 365 calendar days for the base year and four (4) separate Option year periods of performance consisting of 365 calendar days each. The Government may elect to exercise one or more performance periods and there are no guarantees that all performance periods will be exercised.

VII. SCHEDULE OF DELIVERABLES AND PAYMENT

1.0 Schedule

The Contractor shall provide a project schedule showing each task, milestone event and submittal required by this PWS where applicable. The project schedule shall be initial submitted and approved as part of the WP. The Contractor shall update the project schedule on a quarterly basis and submitted to the USACE PM as part of the Maintenance Reports.

2.0 Initial Administrative Milestone Payment Schedule

The following table outlines milestones required to be completed prior to initial payment for any task identified in this PWS. These initial administrative tasks and deliverables are additionally required to be completed prior to beginning work activities that are covered under TASKS 1 – TASKS 8.

----- TABLE ON FOLLOWING PAGE ----

Milestone Payment Table Event Description % Required Date*

A

Government Acceptance of Site Specific Work Plan (WP)

Submitted No Later than 30 days After Contract Award

Government Acceptance of Site Specific Health and Safety Plan

(HASP)

Submitted No Later Than 30 days After

Contract Award

Government Acceptance of Site Specific Accident Prevention Plan

(APP)

Submitted No Later Than 30 days After

Contract Award

Government Acceptance of Contract Contractor Quality Control Plan (QCP)

Submitted No Later Than 30 days After

Contract Award

Kick-Off Meeting Conducted No Later Than 15 Days After

Contract Award

Kick-Off Meeting Agenda Submitted within 5 days prior to Kick-

Off Meeting

Government Acceptance of Kick-Off Meeting Minutes Submitted No Later Than 5 Days After Kick-Off Meeting

Other Applicable Requirements (e.g. permits, access passes) Per Approved

Schedule Total 100

*Days = Calendar Days

3.0 Scheduled Maintenance Payment

The Contractor shall invoice monthly in equal installments (monthly). Monthly payments will be made after invoicing and documentation are verified that all required inspection and testing actions were completed for the period

4.0 Unscheduled Maintenance Payments

Unscheduled Maintenance efforts will be paid (invoiced no more often than monthly) after Government acceptance of each Service Order and Completion Report. The Contractor shall include the Quality Assurance Representative signed SO form as an attachment with any payment request.

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5.0 Table of Submittals

Submittals Form 4025 Required

Hard copy

CD /

DVD

Email

PM Customer

Contractor Plan Submittals Draft Final Work Plan YES √ Final Work Plan YES √ √ Draft Final HASP YES √ Final HASP YES √ √ Draft Final APP YES √ Final APP YES √ √ Draft Final QCP YES √ Final QCP YES √ √ Draft Final EIL* YES √ Final EIL* YES √ √ Draft Final ISR* YES √ Final ISR* YES √ √ √ Kick-Off Meeting Agenda NO √ √ Kick-Off Meeting Minutes NO √ √

Scheduled Maintenance Submittals Comprehensive Warranty Report* YES √ √ √ Quarterly Report Q1 NO √ Quarterly Report Q2 NO √ Quarterly Report Q3 NO √ Quarterly Report Q4 NO √

Unscheduled Maintenance Submittals Monthly Progress Status Reports NO √ Service Order Completion Reports

(SOCR)

NO √

Final Summary Report YES √ Annual Fuels Site Assessment Submittals

Draft Final Annual Fuels Site Assessment

YES √

Final Annual Fuels Site Assessment

YES √ √ √

Other Contract Requirement Submittals CMRA Written Confirmation NO √ Accident Reports NO √

CMMS Submittal Requirements Located in PWS Section VIII Unless otherwise specified, all report format shall be Microsoft Office (Word and Excel) and/or Adobe PDF

* Each DLA Site Code requires separate submittal documents: one for each of the USAG Italy Installations: Camp Darby, Caserme Ederle, and Caserme Renato Del Din

The USACE PM may require resubmission of any documents or electronic files that are determined to be in adequate for the intended purposes. The Contractor shall correct and resubmit the rejected documents within a timeframe identified (in writing) by the USACE PM at no additional cost to the Government.

All electronic deliverables shall be prepared so that the user can easily print the document in a presentable and readable format.

6.0 Invoicing

Progress Payments for FFP tasks and invoices for approved and fully completed Service Orders shall be submitted no more than once per month to NAU.EnvInvoices@usace.army.mil with the USACE PM copied on all emails. The Contractor and the USACE PM/COR will agree on payment milestones of FFP CLINs prior to the submission of the progress payment. The invoices shall be submitted utilizing the most recent version of the ENG Form 93.

VIII. ANCILLARY WORK

1.0 Computer Maintenance Management System (CMMS)

The Contractor is required to provide a database management system to manage the maintenance and repair of all capitalized assets. Examples of an acceptable CMMS is Maximo, ExpressMaintenance, ECOBPM, or similar system. 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 system.

The Contractor shall create and maintain onsite maintenance records for each capitalized facility including associated components, equipment, and systems at each facility. The Contractor shall develop two (2) hard binds copies for each facility. One 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 and the Contractor shall upload any revisions to the CMMS. Hard copy records shall be updated during each maintenance visit to the facility. Records shall include, but not be limited to:

1. Work Plan

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

3. Regulations that apply to assets, systems, and accessories for the purpose of properly maintaining and repairing the system

4. Guarantee/warranty on all equipment and materials furnished by the Contractor

5. As-Built Drawings and electrical/mechanical control diagrams provided by the installation and/or updated drawings resulting from completed service orders.

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

7. Explosion projection documents and site specific spill response plans

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

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

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

11. All recurring maintenance reports

12. Facility deficiency list with repair status

13. Copies of all permits, certifications, and inspection reports

14. Completed DD Form 1354 as applicable

All documents and records will be backed up on a separate medium (useable on military/civilian computer systems) to avoid loss of current/historical facility (maintenance/inspection) records and that the updated backup in its entirely shall be transferred to the Contracting Officer upon request or termination of contract.

All service orders will be computerized by the Contractor using a database program. The service order portion of the database will maintain, at a minimum, all minor/emergency repairs performed on specified equipment (to include government real…