PWS_BPA_IceWater_Equipment.pdf

PERFORMANCE WORK STATEMENT

OKARNG ICE/WATER MACHINE MAINTENANCE

1.0 SCOPE OF WORK. The contractor shall perform the following services to the Ice equipment listed in this performance work statement. The contractor shall provide all labor, personnel, tools, parts, supervision, and items necessary to inspect, repair and perform preventive and remedial maintenance on the equipment as defined in this Performance Work Statement (PWS). The equipment listed is subject to change as equipment will be updated on a yearly basis. All equipment shall be maintained in accordance with the manufacturer specifications.

1.1 DESCRIPTION OF SERVICE. To serve as an Ice/Water Machine Equipment Repairer with skill in the maintenance and use of Ice/Water Machines in the day to day operation and repair of Ice Machines in facilities.

Vendor will possess and maintain an up to date service certificate. Performs a variety of repair and maintenance tasks on all assigned Ice/Water equipment, including all equipment and brands listed and any added equipment throughout the period of performance but not limited to. All equipment is located in Oklahoma Army National Guard facilities.

1.2 PREVENTATIVE MAINTENANCE. The Contractor shall ensure equipment listed are maintained according to the manufacturer’s recommendations by performing preventative maintenance tasks as requested. The Contractor shall ensure all equipment operates safely, and is clean and free of dust and grime build-up. The Contractor shall complete preventative tasks and return equipment to good working condition, clean and free of defects. The Contractor shall minimize disruptions and inconveniences to users. All replacement parts will be new or reconditioned and have a ninety-day warranty. All reconditioned parts meet manufacturer’s specifications for reconditioning.

1.21. ICE/WATER MACHINES:

a. Inspection, proper operation, and detection/correction of equipment defects

b. Lubrication and adjustment of all moving parts.

c. Calibration on all electronic components if any

d. Repair/replace worn parts

1.3. REPAIRS. Repair work requests will occur when equipment malfunctions or fails to operate properly. The Contractor will be informed of the equipment malfunction and shall come prepared to correct the deficiency. The Contractor shall provide a price proposal quote to the Authorized Caller prior to proceeding with any repair work request. The Contractor shall return equipment to operational condition within 72 hours after negotiation or unless otherwise approved by the Government to extend the time allotted. The Contractor shall notify the Authorized Caller when any electronic components must be ordered and repair delays are expected. Any repair cost over $25,000 for parts and labor requires a BPA Call from the Purchasing and Contracting Office.

1.4 ORDERING/INVOICING INSTRUCTIONS. Upon issuance of a Blanket Purchase Agreement, the Contractor may process orders under this BPA through issuance of a BPA Call or may process orders using a Government Purchase Card (GPC) when authorized.

1.4.1 PAYMENT BY GOVERNMENT PURCHASE CARD (GPC). Purchases under this Blanket Purchase Agreement may be made by GPC as an alternate form of payment when authorized. Terms established by Contractor’s Blanket Purchase Agreement shall be the same. Advancement of charges is not authorized. Contractor shall not charge the Government prior to rendering services. Charges shall be made on or after the day of delivery and consolidated into one charge for the total amount. All orders using the GPC cannot be greater than $25,000.00.

All orders by the Government using the GPC must be cleared by the Purchasing and Contracting Office before use so that the expenditures may be tracked.

1.4.2 INVOICES

An itemized invoice shall be submitted electronically through Wide Area Workflow (WAWF) https://wawf.eb.mil/ for each BPA call received unless otherwise authorized. GPC Purchases will not be use the WAWF payment procedures. In addition, draft paper invoices will be emailed to the “Authorized Caller” that initiates the services performed by the Contractor. This is to clear up any discrepancies prior to the invoice being entered into WAWF and to facilitate receipt of services by the Government. Paper Invoices shall contain the following minimum information:

1) Contractor Name, address, and phone number.

2) BPA Call number (if applicable).

3) Date(s) of delivery.

4) Purchase Request reference number (if applicable)

5) Services delivered, unit cost, and total cost.

6) Invoice total amount due.

7) The Oklahoma National Guard is a federal government entity, and as such is exempt from all local, state, and federal taxes, including but not limited to sales taxes. Any charges or invoicing that includes taxes shall be disputed/declined by Government, if charged or invoiced by Contractor.

1.4.3 ELECTRONIC INVOICING THROUGH WIDE AREA WORKFLOW (BPA CALLS ONLY)

To meet compliance with DFARS 252.232-7003, Electronic Submission of Payment Requests, all Contractors must submit requests for payment (invoices) through WAWF. Additional information and registration for WAWF can be completed online at https://wawf.eb.mil. Payment will be made by DFAS office designated in the BPA. All payments will be made by electronic transfer of funds (EFT). The Government will make payment through WAWF upon satisfactory completion of work and the receipt of a proper certification for payment. This process does not apply to GPC purchases.

1.4.4 PAYMENT.

Upon verification of invoices / charges submitted through WAWF by authorized OKNG personnel, the invoice will be paid by Electronic Funds Transfer (EFT) IAW the Prompt Payment Act as the primary form of payment, but may be made by GPC when authorized.

1.4.5 PREVENTATIVE MAINTENANCE REQUEST PROCEDURES.

(1). The Authorized Caller will contact the contractor to get an estimate of the preventative maintenance services by providing a list of the equipment to be serviced and providing the location(s).

(2). Contractor will provide the Authorized Caller with an estimate to conduct preventative maintenance on the equipment listed. The estimate will include the trip charge, labor hours and estimated repairs part costs and will cover all services performed in Paragraph 4.

(3). If estimate is less than $5,000.00, the authorized caller is approved to use the unit's Government Purchase Card to pay for the services. Estimates between $5,000.00 and $25,000.00 will be paid with the Ordering Officer Card within the Purchasing and Contracting Office. The authorized caller will call the Contract Specialist responsible for administering the blanket purchase agreement to inform them of the services to be performed. Once the services are performed and the invoice is paid by GPC, the authorized caller will forward a copy of the receipt to the contract specialist so that funds expended on the overall execution of the master agreement can be tracked.

(4). If estimate is greater than $25,000.00, the authorized caller will have to ensure that the requirement is sent to the Purchasing and Contracting Office for a BPA Call to be issued. This is done using the GFEBS Purchase Request procedures. Services above $25,000.00 are not authorized until a BPA Call is issued by the P&C Office to the contractor.

https://wawf.eb.mil/ https://wawf.eb.mil/

1.4.6 REPAIR REQUEST PROCEDURES.

(1). Authorized Caller will contact the Contractor to get an estimate of the repairs needed to equipment.

Caller will provide a list of equipment that is not functioning and the location(s) of the equipment. This should always be done after preventative maintenance has just been performed by the Contractor.

(2). Contractor will provide the Authorized Caller with an estimate to complete the repairs. The estimate will include the trip charge, labor hours and estimated repairs part costs and will cover all services and parts needed to get the piece of equipment to the manufacturer’s acceptable level of operability.

(3). If estimate is less than $5,000.00, the authorized caller is approved to use the unit's Government Purchase Card to pay for the services. Estimates between $5,000.00 and $25,000.00 will be paid with the Ordering Officer Card within the Purchasing and Contracting Office. The authorized caller will call the Contract Specialist responsible for administering the blanket purchase agreement to inform them of the services to be performed. Once the services are performed and the invoice is paid by GPC, the authorized caller will forward a copy of the receipt to the contract specialist so that funds expended on the overall execution of the master agreement can be tracked.

(4). If estimate is greater than $25,000.00, the authorized caller will have to ensure that the requirement is sent to the Purchasing and Contracting Office for a BPA Call to be issued. This is done using the GFEBS Purchase Request procedures. Services above $25,000.00 are not authorized until a BPA Call is issued by the P&C Office to the contractor.

1.4.7 CONTRACTOR FURNISHED SUPPLIES AND SERVICES.

(1) Replacement Parts: The contractor shall provide all parts unless parts are available or provided by the company under warranty. All replacement parts shall be new factory warrantied parts unless the Authorized Caller or Purchasing and Contracting gives prior approval for use of any rebuilt parts. The contractor shall own all parts until they are installed on Government-owned equipment.

(2) Maintenance Repair Log: The contractor shall provide and maintain a detailed log of any and all service performed on each individual piece of equipment covered under the agreement. The log must include the following information: manufacturer, model number, serial number, unit number, date work performed, description of work performed, date of service call, date repaired, cost of repair, and parts installed. A copy of the updated log must be provided to the Authorized Caller and Purchasing and Contracting, upon completion of service.

1.4.8. SERVICES NOT INCLUDED.

(1) Electrical work exterior to the machine, e.g., electrical outlets.

(2) Excessive repairs necessitated by accident, fire, abuse or misuse by government personnel as determined by the Purchasing and Contracting Office or designated representative without express written consent by same.

1.5 EQUIPMENT LIST.

Location Make Model SN#

Mustang, OK SCOTSMAN CME506AS-1F 4071320011874 Mustang, OK Scottsman CM3 HTB555 4061320017688

Altus, OK Scotsman B530S 13031320013751 Broken Arrow, OK MANITOWOC QM30A 310258048 Broken Arrow, OK SCOTSMAN C0530MA-1A 7121320011492

Ada, OK Hoshizaki KM-515MAH E01970J Ada, OK SCOTSMAN MDT2C12A-1A 12031330010501

Lexington, OK ICE-O-Matic GEMD540A 14111320013316 Lexington, OK ICE-O-Matic GEMD540A 14111320013641

OKC, OK SCOTSMAN MDT5N25W-1J 1010320013979

AASF#2 Manitow OC-Make 5300-Model 110988939

Norman, OK MANITOWIC SY0425W 110905586 Norman, OK MANITOWIC SY0425W 110883304 Shawnee, OK Scotsman CU1526MW-1A 14071320010053 Braggs, OK Hoshizaki KM-650MAH D10268B Braggs, OK Scotsman CME256AS-1F 5061320014735 Norman, OK Manitowoc ice INC B420 110876866

OKC, OK ICE-O-Matic EFD270S 04101280010849 Chandler, OK ICE-O-Matic Ice 0400HT4 09061280012804

1.6 PERIOD OF PERFORMANCE:

Base Year: 1 December 2018 – 30 November 2019

Option Year 1: 1 December 2019 – 30 November 2020 Option Year 2: 1 December 2020 – 30 November 2021 Option Year 3: 1 December 2021 – 30 November 2022 Option Year 4: 1 December 2022 – 30 November 2023

1.7 VERIFICATION PROCEDURES. Upon completion of work the Contractor shall notify the Government representative that all work is complete. The Government representative shall inspect the repairs and sign off on the work order for any GPC purchase. Additionally, any work that was done under a BPA Call issued by the Contracting Office must also have a DD250 completed by the COR/Authorized Caller in order for the invoice to be paid thru WAWF. Failure to obtain a signature or the DD250 may be grounds for rejection of the invoice.

2.0 GOVERNMENT FURNISHED SERVICES. Water and electricity will be furnished to the Contractor by the Government from existing system outlets at no cost to the Contractor.

3.0 GENERAL

3.1. HOURS OF OPERATION. Normal duty hours for the Oklahoma National Guard is 6:30 A.M. to 5:00 P.M.

Monday through Thursday, except Federal Holidays. The Contractor may work with the Authorized Callers for extended hours to ensure timely completion of work at no additional cost to the Government.

3.3 INSTALLATION ACCESS. Vehicle registration, proof of insurance and a valid driver’s license must be presented for all vehicles while operating on the installation. All vehicles entering the installation or sensitive areas are subject to search. Any refusal or non-consent by an employee will result in termination of their access and immediate removal from installation.

3.4. DAMAGES. Any Government or privately owned property damaged by the Contractor shall be replaced or repaired immediately by the Contractor at no expense to the Government.

3.5. EXCESS MATERIAL. All excess materials generated by the Contractor shall be removed from the job site daily and disposed of by the Contractor.

3.6. PROPERTY CONTROL. The Contractor shall obtain approval by the Government Authorized Caller or the Contracting Officer before removing any item listed on Exhibit 1 from the existing location.

3.7. CONTRACTING OFFICER REPRESENTATIVE (COR). One or more CORs will be appointed by the Government at the time of BPA award and will be the Government’s primary point of contact(s) during the performance of the agreement.

3.8 CONTRACTING MANPOWER REPORTING APPLICATION.

The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Oklahoma National Guard via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web addresses: http://www.ecmra.mil/ or https://cmra.army.mil/. Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30.

Data shall be reported not later than the first to occur of (1) submission of contractor’s final invoice following conclusion of the period of performance or (2) October 31 of each calendar year. Contractors may direct questions to the help desk at help desk at: http://www.ecmra.mil.

4.0 QUALITY CONTROL

4.1 The contractor shall provide all Quality Control in accordance with (IAW) commercial practices to ensure that all work is performed IAW this PWS and manufacturer’s specifications.

4.2 The contractor assumes full responsibility and shall indemnify the Government for any and all loss or damage resulting in whole or part from acts of neglect or omissions by the contractor, any subcontractor or employee, agent, or representative of the contractor or subcontractor, to any Government property while in their custody and care for storage, repairs, or services to be performed under terms of this contract.

5.0 TERMS OF THE BLANKET PURCHASE AGREEMENT

5.1 STANDARDS.

(1) All work under this contract shall conform to applicable Industry standards, State and Federal Health Regulations, and Environmental Regulations. Work not meeting these standards shall be corrected by the Contractor at no additional cost to the Government.

(2) The contractor shall comply with all applicable installation/facility access and local security policies and procedures, which may be obtained from the Contracting Officer’s Representative (COR). The contractor shall ensure compliance with all personal identity verification requirements as directed by DOD, HQDA and/or local policy. Should the Force Protection Condition (FPCON) change, the Government may require changes in contractor security matters or processes.

5.2 CONTRACT ADMINISTRATION AND CHANGES

(1) All administration will be effected by the Contracting Officer. Communications pertaining to the contract administration will be addressed to the Contracting Officer. No changes to the Performance Work Statement are authorized without a written modification to the BPA executed by the Contracting Officer. Only the Contracting Officer has the authority to modify the terms and conditions of the BPA.

(2) Contractor time requirements. Contractor requires a minimum of ____ days notice to schedule services. Contractor requires a minimum of ____ days to process request for repair parts and to return for installation. It is understood that large service requests may require additional time that can be negotiated with the

COR.

5.3 PRICING. Invoices will be itemized in the following format using the following proposed rates by the Contractor.

A. Base Period. (1 December 2018 – 30 November 2019)

(1) Trip Charge. Pick one.

a. Standard Trip Charge Rate __________ + $/mile__________.

b. Other (Explain) ________________________________________.

http://www.ecmra.mil/ https://cmra.army.mil/ http://www.ecmra.mil/

(2) Labor Charge: Pick one.

a. Labor Rate $/hour __________.

b. Other (Explain) _________________________________________.

(3) Parts. Pick one.

a. Standard Catalog Rate.

b. Discount (Explain) _______________________________________.

B. Option Period 1. (1 December 2019 – 30 November 2020)

(4) Trip Charge. Pick one.

(5) Labor Charge: Pick one.

(6) Parts. Pick one.

C. Option Period 2. (1 December 2020 – 30 November 2021)

(7) Trip Charge. Pick one.

(8) Labor Charge: Pick one.

(9) Parts. Pick one.

D. Option Period 3. (1 December 2021 – 30 November 2022)

(10) Trip Charge. Pick one.

(11) Labor Charge: Pick one.

(12) Parts. Pick one.

E. Option Period 4. (1 December 2022 – 30 November 2023)

(13) Trip Charge. Pick one.

(14) Labor Charge: Pick one.

(15) Parts. Pick one.

6.0 AUTHORIZED CALLERS:

(1) Changes to the BPA must be made through the Purchasing and Contracting Office. Contact Information for the Contracting Officer is: USPFO for Oklahoma, Attn: Mr. Joseph Jarvis, 3535 Military Circle, OKC, OK 73111. Phone 405-228-5142, Email: joseph.b.jarvis.civ@mail.mil

(2) Authorized Callers:

Mr. Trey Marshall, 3535 Military Circle, OKC, OK 73111. Phone 405-228-5547, Email: trey.a.marshall.civ@mail.mil

Mr. Kevin Brokish, 3535 Military Circle, OKC, OK 73111. Phone 405-228-5502, Email: kevin.p.brokish.civ@mail.mil

Mrs. Shalawnda Wickware, 3535 Military Circle, OKC, OK 73111. Phone 405-228-5330, Email: shalawnda.g.wickware.civ@mail.mil

Mr. Joseph Jarvis, 3535 Military Circle, OKC, OK 73111. Phone 405-228-5142, Email: joseph.b.jarvis.civ@mail.mil

Mr. Dan Tatro, 3535 Military Circle, OKC, OK 73111. Phone 405-228-5560, Email: daniel.r.tatro.civ@mail.mil mailto:joseph.b.jarvis.civ@mail.mil mailto:trey.a.marshall.civ@mail.mil.

mailto:kevin.p.brokish.civ@mail.mil mailto:shalawnda.g.wickware.civ@mail.mil mailto:joseph.b.jarvis.civ@mail.mil mailto:daniel.r.tatro.civ@mail.mil

SMSgt Amanda Lonsdale, 9100 E 46 St N, Tulsa, OK 74115, Phone 918-833-7286, Email: amanda.j.lonsdale.mil@mail.mil

MSgt Christine Walker, 5924 Mobility Drive, OKC, OK 73179, Phone 405-686-5348, Email: christine.m.walker30.mil@mail.mil

MSgt David Hugueley, 9100 E 46 St N, Tulsa, OK 74115, Phone 918-833-7118 Email: david.a.hugueley.mil@mail.mil

MSgt Kurt Ennis, 5924 Mobility Drive, OKC, OK 73179, Phone 405-686-5274, Email: kurt.a.ennis.mil@mail.mil

CPT Wade Roberts, 3535 Military Circle, OKC, OK 73111. Phone 405-228-5507, Email: wade.a.roberts.mil@mail.mil

Additional authorized callers may be appointed in writing by the Contracting Officer.

mailto:amanda.j.lonsdale.mil@mail.mil mailto:christine.m.walker30.mil@mail.mil mailto:david.a.hugueley.mil@mail.mil mailto:kurt.a.ennis.mil@mail.mil mailto:wade.a.roberts.mil@mail.mil