A.02.12 Amend 0001 Italy RMMR PWS_24 03 06 Rev1.pdf

DEFENSE LOGISTICS AGENCY ENERGY

ITALY - FUELS PROGRAM RECURRING MAINTENANCE AND MINOR

REPAIR - PERFORMANCE WORK STATEMENT

ITALY

(NAS SIGONELLA, NSA NAPLES, AVIANO AB, CAMP DARBY, CASERMA EDERLE,

CASERMA DEL DIN)

MARCH 6, 2024

REVISION 1

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

ITALY - FUELS PROGRAM RECURRING MAINTENANCE AND MINOR REPAIR - PERFORMANCE WORK STATEMENT

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

TABLE OF CONTENTS

DEFENSE LOGISTICS AGENCY ENERGY

FUELS PROGRAM RECURRING MAINTENANCE AND MINOR REPAIR

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

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

1.5. Facility Maintenance Plans

2. TASK 2 – Contractor Reports

2.1. Installation Status Report

2.2. Site Specific Comprehensive Warranty Report

2.3. RMMR Status Reporting Requirements

3. TASK 3 - Scheduled Recurring Maintenance (NAS Sigonella and NSA Naples)

3.1. Preventative Maintenance Frequencies

3.2. PEI & LDS Inspections at NSA Naples

3.3. Recurring Maintenance Reports

4. TASK 4 - Scheduled Recurring Maintenance (Camp Darby, Caserma Ederle, Caserma Del Din)

5. TASK 5 - Unscheduled Minor Repair Service Orders (NAS Sigonella and NAS Naples)

5.1. Service Order Process

5.2. Site Specific Final Summary Report

6. TASK 6 - Unscheduled Minor Repair Service Orders (Aviano AB)

7. TASK 7 - Unscheduled Minor Repair Service Orders (Camp Darby, Caserma Ederle, Caserma Del Din)

8. TASK 8 – Detachable Pantographs Unscheduled Minor Repair Service Orders (NAS Sigonella and NSA Naples)

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9. TASK 9 – Detachable Pantographs Unscheduled Minor Repair Service Orders (Aviano AB)

10. TASK 10 – Annual Fuel Site Assessment (NAS Sigonella and NSA Naples)

11. TASK 11 – Annual Fuel Site Assessment (Aviano AB)

12. TASK 12 – Annual Fuel Site Assessment (Camp Darby, Caserma Ederle, Caserma Del Din)

V. WARRANTY

VI. PERIOD OF PERFOMANCE

VII. SCHEDULE OF DELIVERABLES AND PAYMENT

1. Schedule

2. Initial Administrative Tasks

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

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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. Antiterrorism (AT) Level 1 Training

10.2. Physical security and access control requirements

10.3. Contractors Require Common Access Card (CAC)

10.4. Contractors Require Common Access Card (CAC)

10.5. Contract Employees Who Require Access to Government Information System

10.6. Suspicious Activity Reporting Training (e.g. iWATCH, CorpsWatch, or See Something, Say Something)

10.7. At any time, the installation / Major Command / Service Control Point (SCP) can stop / discontinue / postpone all actions going on or planned at a service location after notification to the Contracting Officer

10.8. Contractor shall comply with all Anti-Terrorist Operations and Security Requirements as specified by the individual installations

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

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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 DLA-E 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-E 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 various Air Force, Army, and Navy installations within Italy. The sites include Naval Air Station (NAS) Sigonella, Naval Support Activity (NS) Naples, and Aviano Air Base (AB) and U.S. Army Garrison (USAG) Italy Installations to include Camp Darby, Caserma Ederle, and Caserma Del Din, Italy. 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 and repairs deficiencies found during the annual assessment and from recurring maintenance or emergency repairs found by site operations. 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

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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-E 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 Air Force Petroleum (AFPET), Army Petroleum Center (APC), United States Air Force Europe

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(USAFE), Naval Supply Systems Command (NAVSUP), USACE, and DLA-E 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 AFPET, APC, USAFE, NAVSUP, USACE, and DLA-E 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 AFPET, 7 U.S. Army Corps of Engineers, Europe District (USACE-NAU)

APC, USAFE, NAVSUP, USACE, and DLA-E, 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 kick-off meeting with the Contractor 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.

1.5. Facility Maintenance Plans

Contractor must create and maintain Facility Maintenance Plans (FMP) in their entirety and implement as part of a detailed preventive maintenance plan or recurring maintenance activities required at each site. The FMPs must be at a component level that includes scheduled recurring maintenance and minor repairs related to recurring, periodic, and scheduled work on fuel systems to ensure their availability to receive, store, distribute and dispense fuel. Contractor shall convert the current FMPs to the most current version of the template provided after award. If there is not an existing or current FMP the contractor shall create a 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 2, 24 August 2023, 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 the maintenance tasks to be performed during each contract period of performance. The Government reserves the right to modify the FMP format anytime during the execution of this task order if changes are proven to improve the documented approach and to request the contractor to utilize the most current version.

The contractor shall perform facility and equipment validation and verification of component inventory during the Initial Site Visit (ISV), and during following option years, for all petroleum facilities, petroleum systems, and supporting DLA-E capitalized facilities, components, equipment, and systems in support of fuels delivery mission, regardless of whether RM activities are required for that equipment by this contract. Any variances in the Government provided FMPs must be captured within the updated FMPs. The contractor shall prepare the FMP Applicable Facility Assets utilizing Attachment A – FMP Template – v2.2. Annotate variances in component additions or deletions using red font and for any deletions in equipment, use strikethrough effect. The contractor may utilize the FMPs to generate the recurring maintenance

8 U.S. Army Corps of Engineers, Europe District (USACE-NAU) report and the recurring maintenance tasks utilizing the FMPs standard recurring maintenance template Attachment A.1– Recurring Maintenance Reporting Template.

The Contractor may utilize the existing Equipment Inventory Lists (EIL)s as a baseline to confirm the existing equipment inventory and must convert to the FMP asset list if there is not an existing FMP, see Attachments A.2.1 through A2.6, FY19 Italy RMMR OY4 Site Specific Equipment Inventory List.

Submit FMPs and recurring maintenance task report for COR sign off on validity of components and any variances 30 calendar days after Initial Site Visit. Prior to submitting FMPs for Government approval, each COR must provide proof of signature they have reviewed and agree with their sites FMP. FMPs must be provided to the Government via email as an excel workbook immediately after COR sign-off but no later than 45 days after Initial Site Visit and 45 days after each Option Year awards. FMPs are a living document and must be updated as changes occur or upon request by the Government.

2. TASK 2 – Contractor Reports

2.1. 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 kickoff 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 B, Sample Bulk Installation Status Report (ISR) and Attachment C, Sample Operational Installation Status Report. Reports for 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 USAFE, USACE, and DLA, consolidated by the USACE COR, and sent to the Contractor. The Contractor will then submit a Final ISR for approval.

2.2. 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 all Italy sites. 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

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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., SIG-XXX or AVN-XXX)

ii. Component Unique Identifier (CUID)

iii. Description of work

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

v. Facility Number and/or Location where installed

vi. Starting Warranty Effective Date

vii. 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 within ten (10) calendar days before the end of period of performance for review and acceptance by the Government.

2.3. RMMR Status Reporting Requirements

The Contractor shall submit status reports meeting the following requirements.

2.3.1. 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 D, 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.

2.3.2. 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

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

2.3.3. 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 (NAS Sigonella and NSA Naples) 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 2, 24 August 2023, 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 the maintenance tasks to be performed during each contract period of performance utilizing the template within Attachment F, Appendix C RM Schedule. 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 utilizing PWS Attachment G, EBS List Italy Feb 2024, includes real property and facility numbers in addition to Attachments A, A.1, and A.2. 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 NAS Sigonella and NSA Naples, their associated equipment, and system components. 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)

11 U.S. Army Corps of Engineers, Europe District (USACE-NAU) 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 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 NAS Sigonella and NSA Naples. 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. PEI & LDS Inspections at NSA Naples

Conduct monthly STI PEI900 checklist review (UFC 3-460-03 Table 8-3/8-4) and LDS inspection (UFC 3-460-03 Section 7-11). Perform any required associated maintenance of each and produce monthly report.

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

12 U.S. Army Corps of Engineers, Europe District (USACE-NAU) 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 I, 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 - Scheduled Recurring Maintenance (Camp Darby, Caserma Ederle, Caserma Del

Din) 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 Camp Darby, Caserma Ederle, Caserma Del Din, Italy. The specific task requirements on DLA capitalized assets (see Attachment A – A.2.6 and G) shall be identical to TASK 3 above.

5. TASK 5 - Unscheduled Minor Repair Service Orders (NAS Sigonella and NAS Naples) 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 NAS Sigonella and NAS Naples. 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.

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5.1. 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 I, 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 J. 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 labor, 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 more than 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 K). 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.

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

14 U.S. Army Corps of Engineers, Europe District (USACE-NAU) 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 written documentation of a summary of the work performed the following business day. The service order completion report can be submitted later.

5.1.2. 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.

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. 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 $10,000.00 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.

5.1.4. 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

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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.

5.1.5. 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 L, 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”.

5.2. Site Specific Final Summary Report

The Contractor shall summarize and compile all monthly Progress/Status Reports associated with 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.

6. TASK 6 - Unscheduled Minor Repair Service Orders (Aviano AB) 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 Aviano AB, Italy. The specific task requirements on DLA capitalized assets (see Attachment A – A.2.6 and G) shall be identical to TASK 5 above.

7. TASK 7 - Unscheduled Minor Repair Service Orders (Camp Darby, Caserma Ederle, Caserma Del Din) 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 Aviano AB, Italy. The specific task requirements on DLA capitalized assets (see Attachment A – A.2.6 and G) shall be identical to TASK 5 above.

8. TASK 8 – Detachable Pantographs Unscheduled Minor Repair Service Orders (NAS Sigonella and NSA Naples) Service orders for these items shall follow the procedures identified under TASK 5 of this PWS.

9. TASK 9 – Detachable Pantographs Unscheduled Minor Repair Service Orders (Aviano AB) Service orders for these items shall follow the procedures identified under TASK 5 of this PWS.

10. TASK 10 – Annual Fuel Site Assessment (NAS Sigonella and NSA Naples) The Contractor shall initiate a full site assessment of the fuel facilities at RAF Fairford within 30 days after award. This site assessment shall be coordinated with the USACE COR and the

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

Terminal Manager RAF Fairford site fuels officers and conducted with USACE, USAFE, AFCEC, or other Government Representative as witness. The Contractor shall provide an assessment report with recommended repairs to DLA-E Capitalized Assets no later than 30 calendar days after completion of the site assessments. This report will be evaluated by the USACE COR, and follow-on work may be requested, and if approved, executed as a Minor 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 or item indicating the following:

i. Applicable UFC 3-460-03 section reference

ii. Real Property Facility Number

iii. Real Property Facility Name

iv. Operational Area

v. Component Type

vi. Base Asset ID

vii. Component Unique Identifier (CUID)

viii. Deficiency Identification Number

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

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

xi. 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, 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 Annual Fuels Site Assessment Report to the USACE COR in accordance with the delivery schedule. Comments to the Draft Report will be provided by the USACE COR, 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 NAVSUP, and DLA.

11. TASK 11 – Annual Fuel Site Assessment (Aviano AB) The Contractor shall initiate a full site assessment of the fuel facilities at Aviano AB (see Attachment A – A.2.6 and G) within 30 days after award. The specific task details to be performed shall be identical to TASK 10 above.

12. TASK 12 – Annual Fuel Site Assessment (Camp Darby, Caserma Ederle, Caserma Del Din) The Contractor shall initiate a full site assessment of the fuel facilities at Camp Darby, Caserma Ederle, and Caserma Del Din (see Attachment A – A.2.6 and G) within 30 days after award. The specific task details to be performed shall be identical to TASK 10 above.

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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 COR of a potential warranty issue, the Contractor shall respond onsite for repairs within seventy-two (72) hours of notification. The Contractor shall complete 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 performance periods 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.

Additionally, the CLIN’s for PM, CM, Operations, and…