A.02.12 SPAIN RMMR PWS 150823 Rev2.pdf

DEFENSE LOGISTICS AGENCY ENERGY

FUELS PROGRAM RECURRING MAINTENANCE AND MINOR REPAIR

PERFORMANCE WORK STATEMENT

NAVSTA ROTA AND MORON AIR BASE

ROTA AND MORON, SPAIN

MAY 7, 2023JULY 19, 2023JULY 26, 2023

U.S. Army Corps of Engineers, Europe District (USACE-NAU)

Wiesbaden, Germany

TABLE OF CONTENTS

DEFENSE LOGISTICS AGENCY ENERGY

FUELS PROGRAM RECURRING MAINTENANCE AND MINOR REPAIR

PERFORMANCE WORK STATEMENT .............................. Error! Bookmark not defined.0

I. INTRODUCTION

II. DESCRIPTION OF WORK

III. DEFINITIONS

1. Scheduled Maintenance

2. Unscheduled Maintenance

IV. SPECIFIC REQUIREMENTS

1. Task 1 - CONTRACTOR PLANS

1.1. Work Plan (WP)

1.2. Contractor Quality Control Plan (QCP)

1.3. Accident Prevention Plan

1.4. Kick Off Meeting

2. Task 2 - CONTRACTOR REPORTS

2.1. Site Specific Equipment Inventory List

2.2. Installation Status Report

2.3. Site Specific Comprehensive Warranty Report

2.4. RMMR Status Reporting Requirements

3. TASK 3 Scheduled Recurring Maintenance (NAVSTA Rota)

3.1. Preventative Maintenance Frequencies

3.2. API 510 Inspections

3.3. Recurring Maintenance Reports

4. TASK 4 Unscheduled Minor Repair Service Orders (NAVSTA Rota)

4.1. Service Order Process

4.2. Site Specific Final Summary Report

5. TASK 5 Unscheduled Minor Repair Service Orders (AB Moron)

5.1. Service Order Process

5.2. Site Specific Final Report

6. TASK 6 – Annual Fuel Site Assessment (NAVSTA Rota)

7. TASK 7 – Annual Fuel Site Assessment (AB Moron)

8. TASK 8 – Unscheduled Minor Repair Service Orders for Mobile Pantographs and

Equipment (NAVSTA Rota)

9. TASK 9 – Unscheduled Minor Repair Service Orders for Mobile Pantographs and

Equipment (AB Moron)

10. TASK 10 – Installation Access (Base Year Only)

V. WARRANTY

VI. PERIOD OF PERFOMANCE

VII. SCHEDULE OF DELIVERABLES AND PAYMENT

1. Schedule

2. Initial Administrative Milestone Payment Schedule

3. Scheduled Maintenance Payment

4. Unscheduled Maintenance Payments

5. Table of Submittals

6. Invoicing

VIII. ANCILLARY WORK

1. Computer Maintenance Management System (CMMS)

1.1. CMMS Service Order Module Requirements

1.2. Government Owned Web-Based Management System

2. Reporting of Problems

3. Permits and Responsibilities to Work

IX. POINTS OF CONTACTS

1. Contractor Points of Contact

2. Government Points of Contact

2.1. USACE Project Manager

2.2. USACE Contracting Officer (KO)

2.3. USACE Contracting Officer Representative (COR)

X. GENERAL REQUIREMENTS

1. Public Disclosures

2. Services, Materials, and Equipment

3. Compliance with Laws and Regulations

4. Transportation

5. Access to Installation

6. U.S. Government Assistance

7. Contractual Relationship and Unauthorized Services

8. U.S. Government Quality Assurance (QA)

9. General Protection/Security Policy and Procedures and Access

10. General Protection/Security Policy and Procedures and Access

10.1. AT Level 1 Training

10.2. Access and General Protection/Security Policy and Procedures

10.3. Contractors Require Common Access Card (CAC)

10.4. Contractors that do not Require a CAC, but Require Access to DoD Facility ... 2423

10.5. Contract Employees Who Require Access to Government Information System 2423

10.6. Suspicious Activity Reporting Training

10.7. OPSEC Training

10.8. Information Assurance (IA)/Information Technology (IT) Training

XI. CONTRACTOR REQUIREMENTS

1. Contractor Responsibility

2. Supervisory, Key Personnel, and Essential Positions

3. Worksite Appearance and Security

XII. SAFETY COMPLIANCE REQUIREMENTS

1. General

2. Service Orders Safety Requirements

XIII. ATTACHMENTS

I. INTRODUCTION

The Defense Logistics Agency Energy (DLA-E) Fuels Recurring Maintenance and Minor Repair program is a comprehensive maintenance program that provides vital maintenance and repair services to the United States Government to sustain a worldwide robust fueling capability in support of federal petroleum facilities and petroleum systems. The program is divided in two distinct parts, Recurring Maintenance and Minor Repair.

The Recurring Maintenance (RM) program follows the current Unified Facilities Criteria (UFC)

3-460- 03, general inspection and maintenance criteria for military land-based liquid petroleum fuel facilities. These criteria are applicable to all branches of the Department of Defense (DoD) and the DLA-E. This contract requires a Contractor experienced in repair, maintenance, and operation of federal petroleum facilities and petroleum systems ensuring those systems are in compliance with codes, criteria, regulations, and laws of the United States/host nation (local and national). UFC 3-460-03 applies to all real property facilities used for storing, distributing, and dispensing fuels for reciprocating and jet engine aircraft, automotive fuels, lubricating oils, and diesel fuel. In addition to a well-maintained system or facility, the RM portions will return written reports detailing systems evaluated, corrective actions taken, and documenting facility, system, and component deficiencies.

The Minor Repair (MR) program provides a contract vehicle for corrective action of deficiencies to petroleum facilities, petroleum systems, and supporting Defense Logistics Agency (DLA) capitalized facilities as well as emergency response capability to ensure the safe and reliable accomplishment of the applicable fuels delivery mission.

This contracting effort is part of a continuously improving Government approach to providing effective fuel systems Recurring Maintenance and Minor Repair Services. The Government recognizes a successful RMMR Contractor as one that takes ownership of the physical condition of the assigned Installation fuel delivery systems, executes continuous process improvement to increase efficiencies and reduce cost, and establishes a responsive rapport with Installation representatives, the USACE-NAU DLA-E program and project managers (PM), and the DLA customer program managers.

II. DESCRIPTION OF WORK

Under this Performance Work Statement (PWS), Contractors shall provide all labor, supervision, transportation, supplies, vehicles, tools, materials, equipment, and incidental services required to execute and document Recurring Maintenance and Minor Repair Services for DLA-E capitalized facilities at Naval Station (NAVSTA) Rota and Air Base (AB) Moron, Spain. Contractor shall provide Recurring Maintenance and Minor Repair Services through development and 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, Minor 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 identified on the work request form submitted after deficiency identification 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.

III. DEFINITIONS

1. 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, minor repairs, filter, and belt replacements.

2. 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 normal 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.

IV. SPECIFIC REQUIREMENTS

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

1. Task 1 - CONTRACTOR PLANS

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

1.1. 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 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 Contractor 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 Work Plan to the USACE COR in accordance with the delivery schedule. Comments to the Draft WP will be provided by the Naval

Supply Systems Command (NAVSUP), US Air Force in Europe (USAFE), USACE, and DLA stakeholders, consolidated by the USACE COR, and sent to the Contractor. The Contractor will then submit a Final WP for approval.

1.2. 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 QCP, which addresses methods for meeting the requirements of this

PWS.

The Contractor shall provide one electronic copy of the Draft Contractor Quality Control Plan to the USACE COR in accordance with the delivery schedule. Comments to the Draft WP will be provided by the NAVSUP, USAFE, USACE, and DLA stakeholders, and consolidated by the

USACE COR, and sent to the Contractor. The Contractor will then submit a Final QCP for approval. The complete Final 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.

1.3. Accident Prevention Plan

The contractor shall prepare and 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 USACE 385-1-1, Appendix A “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.

Any actions required protecting the surrounding environment, community and other third parties

(e.g., visitors) will be addressed in the APP. The Contractor shall insure that his/her personnel are not only aware of, but also comply with the safety, health, and environmental 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 Site Safety and Health Officer (SSHO), Superintendent, Quality Control (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 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

Officer, Project Superintendent, SSHO, and QC Manager.

The Contractor shall provide one electronic copy of the Draft APP to the USACE COR in accordance with the delivery schedule. Comments to the Draft APP will be provided by

NAVSUP, USAFE, USACE, and DLA, consolidated by the USACE COR, and sent to the

Contractor. The Contractor will then submit a Final APP for approval. Field work shall not commence prior to approval of the Final APP.

1.4. Kick Off Meeting

The USACE COR will schedule a virtual the kick-off meeting at with the Contractor’s offices and 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 member. 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 will be responsible for developing the meeting agenda.

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.

2. Task 2 - CONTRACTOR REPORTS

2.1. 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 may utilize the existing EILs as a baseline to confirm the existing equipment inventory, see

Attachment A, FY18 RMMR OY4 Site Specific Equipment Inventory List. The Contractor shall provide one electronic copy of the Draft EIL to the USACE COR in accordance with the delivery schedule. Comments to the Draft EIL will be provided by NAVSUP, USAFE, USACE, and DLA, consolidated by the USACE COR, and sent to the contractor. The Contractor will then submit a

Final EIL for approval.

2.2. Installation Status Report

During the site kick off meeting, 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. The

USACE COR will provide the latest ISR from the previous contract during the kick off meeting.

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 ninety (90) days of contract award and shall update the ISR annually, ninety (90) days after option year award, for the life of the contract.

Sample Army Installation Status Reports are provided for information only; Attachment BA, Sample Bulk Installation Status Report (ISR) and Attachment CB, Sample Operational

Installation Status Report. Reports for Navy or Air Force Installation should be completed using any service specific report format if provided by the Installation. If a different service specific format is not provided, the report shall be completed using the Army ISR format. The site specific

ISR from the last contract and option year will be provided to the contractor after award.

The Contractor shall provide one electronic copy of the Draft ISR to the USACE COR in accordance with the delivery schedule. Comments to the Draft ISR will be provided by

NAVSUP, USAFE, USACE, and DLA, consolidated by the USACE COR, and sent to the

Contractor. The Contractor will then submit a Final ISR for approval.

2.3. Site Specific Comprehensive Warranty Report

The Contractor shall maintain warranty on repairs for the prime and subcontractors during one year warranty periods, periods of extended warranties, and/or other specified warranty periods for both NAVSTA Rota and AB Moron. 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 of work and continues for one year or as otherwise specified in the PWS, see Section V.

The information 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., ROT-XXX or MOR-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 NAVSTA

Rota and another one for AB Moron, within ten (10) calendar days before the end of period of performance for review and acceptance by the Government.

2.4. RMMR Status Reporting Requirements

The Contractor shall submit status reports meeting the following requirements.

2.4.1. Three Week Look-Ahead Schedule

The contractor shall provide a weekly schedule update detailing a schedule of all on-site activities anticipated for the following three weeks. The contractor shall utilize the template provided in

Attachment DC, Three Week Look-ahead Schedule. The report shall be submitted to the government no later than 1300 every Friday each week. The report shall be submitted to the

USACE COR for the sites included within the contract.

2.4.2. Monthly Progress Status Report

The contractor shall prepare and submit a monthly progress status report describing the work performed since the previous report, work currently underway and work anticipated. The report shall include any relevant correspondence (email or phone with the PM or site) not already provided via email or in meeting minutes and updated recurring maintenance schedule for all sites. If approved work is not on schedule, the Contractor shall state what actions are anticipated to get back on schedule. In addition, the monthly report shall include, a balance sheet showing current available firm fixed price (FFP) funds for Service Orders, Safety Program data/info, any customer comments and ratings, data analysis (e.g. Service Orders approved/completed per month per military service, scheduled maintenance funds spent per month per military service, number of backlog Service Orders per military service, average cost of routine/emergency

Service Orders per military service, average time from identification to repair for routine/emergency Service Orders per military service, and top ten (10) recurring maintenance or repairs with frequency of maintenance/repair included) and backup data as required. Photographs of recently performed repairs shall be included. The report shall be submitted no later than the

10th day of each calendar month and shall discuss the previous calendar month’s activities. The contractor shall utilize the template provided in Attachment ED, Monthly Status Report, however, USACE COR may request changes or additions to this template. The report shall be submitted via electronic mail to the USACE COR.

2.4.3. Monthly Meeting Reporting Requirement

The contractor shall plan and host a one (1) hour meeting held once per month via teleconference between the COR and the contractor to discuss ongoing activities of the recurring maintenance and minor repair. The contractor shall provide a meeting agenda for the monthly meeting at least one day prior to meeting date in include at minimum the following topics of discussion:

A. Recurring Maintenance

B. Quality Control

C. Contract Funding and Invoicing

D. Safety

E. Staffing – List for each working task

F. Base Access

G. Site coordination issues

H. Other Contract Deliverables

I. Contract Actions

J. Service Orders

K. Other Topics of discussion

3. TASK 3 Scheduled Recurring Maintenance (NAVSTA Rota)

The Contractor shall implement scheduled recurring system 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 UFC), dated

10 November 2017 with Change 1, 29 April 2021, other applicable US or Host Nation directives, manufacturer’s specifications, and best commercial practices. The contractor shall develop a forecasted annual recurring maintenance schedule of all of the maintenance tasks to be performed during each contract period of performance utilizing the template within Attachment E, Appendix

C. The contractor shall update this schedule throughout the period of performance. The contractor shall utilize the government provided facility and asset information to develop the initial schedule. PWS Attachment FE, NAVSTA Rota Capitalized Petroleum Facilities, includes a list of

NAVSTA Rota Capitalized Petroleum Facilities. The Contractor shall implement a systematic plan contributing to the uninterrupted functioning of the fuel facilities and provide copy of inspection reports to the USACE 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 NAVSTA Rota, their associated equipment, and system components. PWS Attachment GF, Real Property Inventory, and Attachment HG, Enterprise

Business System (EBS) Spain (Navy/AF) List, includes real property and facility numbers. In the event that equipment is added/removed/changed while this contract is active, this contract shall be re-baselined to include the new equipment list along with any additional recurring maintenance tasks.

Contractor shall inspect, at a minimum, the containment systems, Oil Water Separator (OWS) systems, Marine Loading Arm 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 COR in the inspection reports.

The Contractor shall ensure that fuels systems maintenance activities are scheduled to prevent or minimize impact to operations. The Contractor shall immediately notify the USACE COR of any maintenance downtime that could affect operational use of the system and the estimated time before the system will be back in operation.

The contractor shall ensure that fuel systems 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-E 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. However, the contractor is not responsible for direct removal or transfer of fuel.

The contractor shall conduct an in and out-brief with the fuels operation staff of the RM visit

(prior to departing the site) and obtain a signature from the site on a sign-out sheet. The out-brief shall include a line-by-line review of deficiencies identified and/or corrected during the visit and must include before and after photographs of completed repairs. In brief/out briefs may be performed via phone calls if site personnel are not available in person. RM sign-off sheet can be emailed to site within 24 hours of RM event for signature.

The contractor shall provide a daily maintenance update to the fuels operation staff to include crew start and stop times to the site on activities completed and any activities which could not be completed with an explanation.

3.1. Preventative Maintenance Frequencies

The Contractor shall provide scheduled maintenance services for DLA-E capitalized systems, equipment, and assets at NAVSTA Rota. 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. Where there are no records indicating last scheduled maintenance service, the Contractor shall assume no maintenance services were performed, and schedule accordingly.

3.2. API 510 Inspections

The Contractor shall perform American Petroleum Institute (API) 510 Inspections on all capitalized pressure vessels, filter separators, and associated pressure relieving devices.

Contractor shall coordinate with the USACE COR to schedule inspection activities. Inspections should be performed within six (6) months of contract award with all inspection completed within one (1) year of contract award. Inspections shall be completed in the base year and will not be repeated in the option periods. The proposed inspection schedule shall be submitted to the

USACE COR for review within ten (10) calendar days of the last Kick Off meeting.

3.2.1. Inspection Plan

Develop and submit an Inspection plan for each Installation in accordance with API

510 that identifies the inspection team and their qualifications, the inspection requirements and procedures for applicable capitalized equipment, and other plan requirements as listed in API 510. The Inspection Plan shall be submitted for each

Installation within 30 calendar days of the Contract Award.

3.2.2. External Inspection

Perform External inspections for all applicable capitalized equipment in accordance with API 510. External Inspections shall be performed for all applicable equipment regardless of the date of the last external inspection in order to establish an inspection baseline for all capitalized equipment.

3.2.3. Internal Inspection

Perform internal inspections for all applicable capitalized equipment in accordance with API 510. Internal Inspections shall be performed for all applicable equipment regardless of the date of the last internal inspection in order to establish an inspection baseline for all capitalized equipment. Filters shall be replaced at the time of the internal inspection.

3.2.4. Inspection Report

Develop an inspection report for each Installation in accordance with the requirements of API 510. The report shall at a minimum contain the inspection plan, all relevant information for the inspected equipment, inspection results and recommendations, and inspection report requirements of API 510.

3.2.5. Inspection Interval

The Government intends to set an inspection interval of 5 years for external inspections and 10 years for interior inspections. If the baseline inspections required above indicate heavy corrosion, or other conditions that warrant a shorter inspection interval for a particular piece of equipment, this recommendation should be included in the inspection report. Inspections on shorter inspection intervals shall be completed by service order.

3.3. Recurring Maintenance Reports

The contractor shall develop a comprehensive recurring 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 must contain a recurring maintenance task tracking form using the template provided in

Attachment IH, Recurring Maintenance Report, showing results of all tests, inspections, maintenance, and repairs performed. The report shall be completed on the individual component level. The report form shall include, but not limited to, information regarding equipment/systems checked, any readings/measurements taken, inspection, maintenance, and repair performed, noted defects, and any comments/recommendations. The report must include photographs of completed work and shall include a log of all deficiencies identified at each site during the entire period of performance of the contract. Deficiencies shall be given a deficiency identification number and sorted in reverse chronologically order by date identified. Service order status for each deficiency shall be identified.

The contractor must submit a deficiency list to the Government stakeholder group within 5 business days of completion of each RM visit.

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. Maintenance reports shall be submitted via electronic mail to the USACE COR with site signature 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 2024). Quarter 4 Report shall be submitted prior to the submission of final progress payment invoice

4. TASK 4 Unscheduled Minor Repair Service Orders (NAVSTA Rota)

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 NAVSTA Rota. 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.

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 submission form similar to the sample form provided in Attachment JI, Sample Work Order Submission

Form. A Service Order (SO) is a corrective maintenance request which identifies a deficiency, the status of deficiency (Routine or Emergency), and provides a recommended solution. The technical scope and price proposal shall be submitted to the USACE COR with sufficient detail and supporting documentation per contract requirements outlined within Attachment KJ. The

USACE COR will validate requirement, determine priority, and attain approval. The SO shall be submitted as a single contiguous Adobe PDF formatted file (not portfolio), including all attachments. At the USACE COR’s discretion, service orders may be submitted via email, the

Contractor’s Computerized Maintenance Management System (CMMS), or through a Service

Order Module/Website.

The Contractor shall complete all the required information on the service order form accurately and completely and submit a firm fixed pricelabor, materials, and equipment proposal estimate to the USACE COR. 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 $10,000.00 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 and retain the Sole Source

Justification Form (See Attachment LK). 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 USACE COR for review and approval.

The USACE COR will review the proposal and upon approval will generate a Notice-to-Proceed

(NTP) for the specific task. The Contractor shall not proceed with any repairs prior to written notification from the COR.

4.1.1. 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 documentationwritten documentation of a summary of the work performed the following business day. The service order completion report can be submitted at a later date.

4.1.2. 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.

4.1.3. Approval Authority

All Service Orders must be approved by the Contracting Officer or the COR before work commences. The Contracting Officer may assign a 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 as authorized by the KO.

If during the execution of Emergency Service Order authorized by the KO, the Contractor feels that the completions of the SO work will exceed the $105,000.00 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.

4.1.4. Service Order Completion Report

The Contractor shall submit a service order completion report (SOCR) following the successfully completion of any service order under this task. The SOCR shall, at a minimum, include the following:

a. Narrative Sheet

a. Narrative of Service Order Request

b. Narrative of Corrective Actions

c. Photo log

d. Estimated cost to completed

e. Final Costs

b. Original Cost Estimate with site QAE signature

c. Revised Cost Estimate with FINAL cost

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 paperwork for documentation of billing.

4.1.5. Service Order Tracker

Completed SO dates shall be sent to the USACE COR the last Friday of every month by close of business for that month utilizing the format provided in Attachment ML, Service Order Tracker.

Updates for service orders not completed must be provided and captured in the appropriate column as outlined. Updates should include specific timeframes and/or dates of most recent action and not general comments, such as “waiting on sub-contractor bid”.

4.2. Site Specific Final Summary Report

The Contractor shall summarize and compile all monthly Progress/Status Reports associated with the NAVSTA Rota Unscheduled Minor Repair Service Orders into one comprehensive Annual

Summary Report to be provided to the USACE COR prior to the end of each 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. TASK 5 Unscheduled Minor Repair Service Orders (AB Moron)

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 other DLA-E capitalized assets throughout period of performance at AB Moron. 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.

5.1. Service Order Process

A Service Order (SO) is a corrective maintenance request which identifies a deficiency, the status of deficiency (Routine or Emergency), and provides a recommended solution. The technical scope and price proposal shall be submitted to the USACE COR with sufficient detail and supporting documentation per contract requirements (See Sample Work Order

Submission Form, Attachment JI and Sample Service Order Submission Form, Attachment

KJ). The USACE COR will validate requirement, determine priority, and attain approval.

The SO shall be submitted as a single contiguous Adobe PDF formatted file (not portfolio), including all attachments. At the USACE COR’s discretion, service orders may be submitted via email or through a Service Order Module/Website.

The Contractor shall complete all the required information on the service order submission form accurately and completely and submit a firm fixed price proposal estimate to the

USACE COR. 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

$110,000.00 micro-purchase threshold is 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 LK) and 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 USACE COR for review and approval. The USACE COR 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 proceed with any repairs prior to written notification from the COR.

5.1.1. 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.

5.1.2. Routine Service Order

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 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.

5.1.3. Approval Authority

All Service Orders must be approved by the Contracting Officer or the COR before work commences. The Contracting Officer may assign a COR to determine priority level and validate requirements as identified in their appointment letter.