Attachment 1 - Common Level of Support.pdf

ATTACHMENT 1

COMMON LEVEL OF SUPPORT (CLS 411) / SPECIFIC TASKS

5.1. Basic Services:

The contractor shall provide services for the planning and performance of:

- Recurring Services (preventive maintenance (PM), mandatory safety inspections) and

- On Demand Services (trouble shooting, routine repairs and urgent repairs) of Crane

System of different manufactures, brand, makes and types (i.e. Abus, Hadef, Kone, R.

Stahl AG, etc.) within the USAG Bavaria Military Communities:

- Tower Barracks Grafenwoehr (TB)

- Rose Barracks Vilseck (RB) and

- Hohenfels (HOH)

The Crane Systems are installed in buildings/facilities of US Government Real Property including the Main Post Areas, Field Camps, Maintenance Areas, Remote Stations, and Buildings at the Firing Ranges as well.

Services of the contractor comprise all labor and incidental costs which arise for the administration, control, supervision, planning, operation, inspection, testing, transportation, maintenance, trouble-shooting, repair and replacement of parts and material.

5.2 Recurring Services:

5.2.1 Preventive Maintenance (PM):

PM is maintenance performed on a scheduled basis to inspect and maintain equipment and facilities to prolong equipment life cycle and prevent malfunctions/breakdowns. PM shall be performed based on an Annual Preventive Maintenance Schedule (APMS) IAW para. 5.2.1.1.2.

The contractor shall perform recurring PM as a minimum IAW the terms and conditions of the contract outlined in the PWS as well as the respective manufacturer’s maintenance manuals valid at the time of performance. If the contractor cannot obtain current manufacturer’s maintenance manuals, the Contractor shall perform PM IAW Work Description - Preventive Maintenance.

The contractor shall perform maintenance IAW Attachment 4 – Crane System Description.

Crane System Description provides detailed information on specific technical information of Crane Systems as well as type of safety inspection (DGUV/TUEV/Load Test etc.) and the number of maintenance cycles, respectively the total annually maintenance cycles, which are mandatory and base for the price calculation (Ref. ELIN-Sheets TE # A to C).

5.2.1.1 PM Documentation and Reporting Requirements:

5.2.1.1.1 PM and Inspection Report:

PM and Inspection Reports list and describe the individual service tasks and activities to be performed by the contractor during maintenance and inspection of Crane Systems. The Contractor shall establish and maintain PM and Inspection Reports for each Crane System. The preparation of maintenance and inspection reports shall be based on maintenance frequencies, operation guidelines of the manufacturer, as well as IAW Crane System Description for the respective MC. PM and Inspection Reports shall be part of the Annual Preventive Maintenance Schedule.

5.2.1.1.2 Annual Preventive Maintenance Schedule (APMS):

Within eight (8) workdays after the Post Award Conference, the Contractor shall submit to the COR a proposed work and time schedule for the Preventive Maintenance and Safety Inspection Work for equipment covered under this contract (Deliverables # 11). The schedule shall show a PM performance schedule for an entire one year cycle for each individual MC. Services shall be accomplished within a continuous period. Within five (5) calendar days of submission of the proposed schedule, the COR will agree or disagree to the proposed schedule. If disapproved, the contractor shall submit correction within five (5) calendar days. As work progresses, the contractor shall annotate their schedule to reflect backlogs. The Contractor shall not deviate from approved maintenance schedule. An updated PM schedule, that highlights and shows any changes, shall be submitted to the COR at least sixty (60) calendar days prior to the start of the next maintenance cycle. The updated schedule will be subject to COR‘s acceptance in the same manner as the original schedule.

5.3 On-Demand Services:

5.3.1 Repair Work: The contractor shall perform Repair Work - Routine Repair Work, On-Call Repair Work as well as Urgent Repair Work. Repair Work requires verbal or written approval of Cost Estimates as specified under Para 5.5.3 by the COR or KO. Other than urgent necessary repairs shall be scheduled in coordination with the COR. The COR may establish priorities for issued routine repair orders.

5.3.2 Authorized Personnel to Place Service Calls: Service calls will be ordered by the KO, COR, or ACOR. No other personnel is authorized to place any service calls.

5.3.3 Routine Repair: Contractor shall accomplish repair work not covered under the routine maintenance program. Routine repairs will be placed during regular duty hours, only (Ref. Para 2.2.2.2) and require a cost estimate (Ref. Para 5.5.3) approved by COR prior performance of work. All required repair work shall be reported to the COR.

5.3.4 Urgent Repair Work (URW): When detecting hidden damages or deficiencies during regular PM (Ref. para 5.3.6) the following guidelines apply:

Prior to the performance of Urgent Repair Work, the contractor is required to inform the COR about the necessary repairs and provide an oral cost estimate. An oral approval and coordination with the COR shall be sufficient for the performance of such repair work. The contractor shall document the deficiency or malfunction on the PM Work Certificate with reference to a performed and completed URW. After completion of the repair service, the contractor shall provide a written URW-Report (Ref. 5.5.1 Work Certificates (WC) and Reports) with detailed, information on performed repair work, material used and labor hours to the COR the same day of completion of work (Ref. IAW 5.5.2).

5.3.5 On-Call Repair Service (RS): On-Call Services are made in order to eliminate any emergency malfunctions of the system. During an on-call service, the failed system shall be set into operational status. On call services do not include major repairs. If major damages are noted, the contractor shall establish a written cost estimate. The cost estimate shall be submitted within two (2) working days to the COR for acceptance. On call repair will be placed during regular duty hours. The contractor's response time to an On-Call Repair Service is within fourty-eight (48) hours from its receipt. If service calls are placed on Monday through Friday after 13.00 hrs. or on a day preceding an official holiday the forty-eight (48) hours response time will start beginning of the next workday.

Repair parts will be reimbursed separately. Any additional required labor hour exceeding this firm fixed price basis per call will be compensated with the regular labor hour price determined in ELINs for Routine Repair Work. If an On-Call Repair Service is placed during regular duty hours and the contractor is already at the same building performing scheduled PM, the set on-call service for the performance of routine repair will not be charged separately. In this case only the regular labor hour rates and repair parts will be reimbursed.

5.3.6 Settlement of On-Call Repair Services: The On-Call Repair Service shall be performed on a firm fixed price basis per call and shall include all costs associated with the technician’s travel to the site, as well as pure labor hours up to one (2) hours, tools and equipment needed to diagnose the defect, and development of a cost estimate to repair the defect. The Contractor shall include in their bid for ON-Call-Repair Services all auxiliary costs and additional expenses (i.e., commuting expenses, costs for vehicle, personnel costs, any miscellaneous costs etc.) under the respective ELINs of the respective MC.

5.3.7 Detected Deficiencies: If the Contractor detects a deficiency or malfunction on equipment during the performance of regular PM that meets the condition for an immediate routine repair (Urgent Repair Work) and repair can be accomplished during the performance of the PM, the contractor shall immediately notify the COR and shall proceed as outlined in Para 5.3.4.

5.3.8 Functional Test: After completion of each repair work, a functional test for proper operability of the systems shall be accomplished and documented on the Work Certificate.

5.4 Inventory and Labeling (General): The inventory lists are living documents and shall be maintained by the contractor throughout the life of the contract. In general, the inventory identifies all Crane Systems for which the contractor shall be responsible to perform maintenance and repair services.

The inventory lists of the respective MCs are submitted to the contractor during the Post Award Conference. The Contractor shall update the inventory list on a semiannual basis to include any changes of Crane Systems, new installed, upgraded or renewed systems, and system components (Deliverables # 12).

5.4.1 Inventory: Inventory Service covers the delivery of the self-adhesive label, the inscription of the label as specified, the placement of the label on the equipment and the update of the inventory list for new, replaced or additional equipment. The labels shall be affixed permanently on the equipment on a place identified by the COR. Contractor shall identify unregistered or new equipment discovered during contractor’s work performance and report to the COR. Requests for inventory need to be accepted by the COR before any action is taken.

The contractor shall notify the COR of any equipment or systems not being utilized so that proper disposition instructions can be made. The contractor shall furnish all labels and include the cost of these labels in the price of the Inventory Service.

5.4.2 Labeling of Crane Systems: The information contained on the labels is shown in the figure below. Numbering shall be performed in coordination with the COR and IAW inventory list. The label shall have the measurements 5x3 cm with letter size of 12 mm on white background.

Area Codes /Building# / Equipment Identification Code: The Area Codes as well as the identification of the equipment are determinate as follows and shall be used for the inventory and labeling of new installed EIP.

5.4.2.1 Area Codes:

Determines the USAG-Bavaria Military Community:

A = Tower Barracks Grafenwöhr B = Rose Barracks Vilseck C = MC Hohenfels D = MC Garmisch

5.4.2.2 Equipment Identification Code:

CRA = Crane HOD = Hoist Device LID = Lifting Device PRB = Retractable Bleacher PSC = Separation Curtain

5.4.3 Safety Inspection Label:

After successfully completion of the safety inspection and load test, the contractor shall furnish and place a self-adhesive label or sticker at the individual Crane System at a visual place. The contractor shall include the cost for these labels in the respective PM and Safety Inspection ELIN. The label shall preferably be placed on the control unit of the Crane System. The labels shall be at least 6 x 8 cm of size and shall contain the following information in English language:

Information Position # of Digits 1 2 3 4 5 6 7 8 9 10 11 12

Area code 1 1 A Buildg.# 2 - 6 5 0 1 0 0 A Equipment Identification

8 - 10 3 V E S Consecutive Number

12 - 14 3 0 0 1 A 0 1 0 0 A V E S 0 0 1

Area code

Buildg.# Type of Equipment

Consecutiv Number

A0100AVES001

Telephone numbers of the individual responsible agencies are as follows:

USAG Bavaria Tower Barracks: DSN-526-4070 USAG Bavaria Rose Barracks: DSN-599-4026 USAG Bavaria Hohenfels: DSN-522-8263 USAG Bavaria Garmisch: DSN 750-3436

The contractor shall remove old labels from prior inspections prior to attach the new label.

Detected Deficiencies: Deficiencies or malfunction on equipment detected during the performance of PM, Safety Inspection refer to Para 5.3.4 and 5.3.5 Urgent Repair work (URS)

5.5 Work Documentation / Procedures

5.5.1 Work Certificates (WC) and Reports: The contractor shall establish and provide reports for work performed under this contract:

- Work Certificate Inventory (Deliverables # 13) for:

• Inventory and Labeling

- Work Certificate PM (Deliverables # 14) for:

• Preventive Maintenance Work

• Safety Inspection, Load Test

- Work Certificate Repair (Deliverables # 15) for:

• Regular Repair Work

• Urgent Repair Work

• On-Call-Repair Service hereafter called as Work Certificates (WCs).

The contractor shall issue one Work Certificate for each Crane System maintained, repaired, inspected, or inventoried under the provisions of this contract. The work certificates shall

Contractor Name:

Inventory No (Bldg. / System No):

Inspection Date:

Next Due Inspection:

Name of Performing Expert:

Signature of Performing Expert:

Telephone # of Responsible Agency:

conclude with a final assessment / remark about the operating status of the Crane System, as well as expert advice if further preventive repair work is required.

Work Certificates must contain at least the following information:

- Type of equipment

- Inventory No. (Bldg., System No)

- Address (Military Community, Bldg., Customer, Phone)

- Contractor Control No. (if applicable)

- Type, Date and Time of Call /Work

- Frequency (A=Annual, B=Bi-annual, Q=Quarterly, M=Monthly, W=Weekly)

- Description of defect

- Description of work performed

- Date, Start and End of Work, Labor hours, Total Labor hours

- Parts Material used, Type, Quantity, Parts Cost,

- CLIN No.

- Maintenance

- Date, Signature (Technician)

- Date, Signature (Inspector / COR)

- Final Assessment / Remarks: Equipment Condition Report

The contractor shall provide additional information for inventory purposes as follows:

- Equipment Specifications (Load Capacity / Weight / Size / Power / Capacity…)

- PM to be performed IAW …. (VDMA, SOW, Manufacturer’s manual)

- Manufacturer

- Model

- Serial No.

- Year of Manufacturer

- Year of Installation

Templates for preparation of Work Certificates see examples Attachment 5 - 7.

5.5.2 Distribution of Work Certificates: Work Certificates shall be completed and supplied to the COR for verification and certification, after completion of services prior leaving the installation each individual work day.

The original of the Work Certificate shall be used as a supporting document to the contractor’s invoice with requested and necessary reports, protocols, test reports, analyses, and measurement results and photos.

The contractor shall submit all original work certificates together with all attachments along with the invoice to the COR for acceptance and payment.

5.5.3 Cost Estimates (CE):

The Contractor shall notify the COR of repairs exceeding 2,500 Euro, before any further action is taken. Coordination and oral approval by the COR shall be sufficient for the performance of such repairs. The Contractor shall mark the corresponding Work Certificate accordingly. Repairs exceeding the 25% value and are greater than 2,500.00 Euro will require a written cost estimate itemizing all cost elements IAW ELINs schedule based on the type of repair service, the geographic location and current contract period.

The contractor shall provide the cost estimate to the COR, within two (2) days after the repair requirement has been identified/confirmed (Deliverables # 16).

Contractor’s cost estimates, as minimum, shall include the following:

a. Man-hours to perform repair.

b. Detailed parts and material list including name of parts and material, manufacturer’s part number, costs and delivery time.

d. Estimated start and completion date after receipt COR’s approval to perform recommended repairs. All work shall be completed within five (5) days after approval date and shall be performed in accordance to all applicable regulations.

e. If urgent or routine repair work is detected during the performance of PM, contractor shall provide a verbal cost estimate to the COR (Ref. 5.3.3 and 5.3.4).

COR will evaluate the estimate and either accept or reject the estimate. If accepted, the contractor will receive an authorized work memorandum to proceed with the repair.

5.5.4 Contract Reporting Requirements:

5.5.4.1 Financial Status Report (FSR):

Contractor shall submit a financial status report for each Task Order to the COR at the same time the invoice is announced to WAWF (Deliverables # 17). The financial status report, associated with the applicable task/delivery order CLINs, shall be transmitted to the COR electronically and shall include the following:

- Option, Task Order –Number and PoP

- Billing period,

- Total amount per CLIN,

- Amount invoiced against each CLIN,

- Cumulative amount invoiced to date against each CLIN

- Remaining balance amount of each task order CLIN.

- Order-Pipeline: ordered, processed but not yet billed amounts of open WCs against each

CLIN

The contractor shall track billing history and order-pipeline continuously. The Contractor shall notify the COR immediately once 75% of the total amount of the applicable task order or single CLIN has been exhausted.

5.5.4.2 Cost Consumption Report (CCR): The contractor shall establish and provide a cost consumption report for each WC and crane system electronically to COR on a bi-annual basis or on request by the COR (Deliverables # 18). The cost consumption report shall be structured as follows:

- Option

- Task Order

- PoP

- Work Certificate#

- Invoice#

- Inventory#

- Cost per Crane System including all cumulative costs for maintenance, repair, inspections and repair parts

- Cumulative cost consumption for each Crane System

- Cumulative cost consumption per option year after submittal of the final invoice of each individual option year.

5.5.4.3 Personnel and Vehicles

- Key Personnel: The Contractor shall submit a list of Key Personnel (IAW Para 2.4.3.)

to the KO after award. This list shall include each employee's name, title, office and mobile Telephone number, work assignment, training and qualification, evidence of qualifications and period of experience (Reference Para 2.4.3 -2.4.3.6, Deliverables # 19).

- Other Personnel: The Contractor shall submit same information and qualification of employees - other than key personnel (Reference Para 2.4.3.6) - to the COR at the Post Award Conference (Deliverables # 20).

The Contractor shall submit in writing any changes in staff prior to implementation of the change. In emergency situations and cases of adverse actions, the Contractor shall submit the change in writing to the COR not later than two days hours after the change is implemented.

Whenever the contractor adds or removes any employees to his work force under this contract, he shall submit documentation and certificates to the COR to substantiate the employee's qualifications prior to any work performance under this contract.

- Vehicles: the contractor shall submit in addition, a list of all vehicles used under this contract NLT five (5) days after the Post Award Conference (Deliverables # 21). Vehicle list shall include the following information:

- License Plate #

- Make/Model

- Drivers name in case a permanent driver is assigned to.

5.5.4.4 Technical Instruction and Final Inspection of New Systems: During the life of contract occasionally, new systems have to incorporate into the contract and existing systems will become an upgrade. At the time new or upgraded systems are turned over to the customer and in coordination with the COR, the contractor shall attend the technical instructions and the final inspections for systems covered under this contract. At the same time, the contractor shall inventories these systems IAW para 5.4.1. The contractor will be paid for regular labor hours actual attended on the technical instructions meetings and final inspections. Inventory Service charged IAW Para 5.4.1.

5.5.4.5 Hot Welding: The Contractor shall be responsible for obtaining all the necessary permits for hot work or welding. The Contractor shall coordinate with the installation Fire Department. The contractor shall advise the COR of any anticipated hot work (welding) so that the required advanced approval may be obtained.

5.5.4.6 Emergency Situation / Emergency Action Plan: In any emergency situation (e.g.

spilling hazardous material) contractor shall contact the Government Emergency POCs listed on the Emergency Action Plan. (Ref. Attachment 8 - Emergency Action Plan).

5.5.5 Invoice Procedures

5.5.5.1 The contractor shall submit the original invoice consecutively numbered against each Task Order after services has been carried out NLT fourteen (14) days after work performance.

5.5.5.2 All work certificates billed against an invoice shall be forwarded to the COR as a hard copy (ref. Para 5.5.2.5) and via email together with the Financial Status Report (FSR) IAW Para 5.5.4.1.

5.5.5.3 Work Certificate Summary: A WC-Summary including every single work certificate billed against each invoice shall be submitted to the COR as an excel-file with the following information as column headings (Deliverables # 22):

- Consecutive Number

- Option Year

- Task Order#

- Invoice#

- Fiscal Year

- Month

- Inventory# o Build.# o Building o Cost Account#

- Contractor’s Control # (if applicable)

- Time & Material o Type of Service IAW Contract CLINs o Total Cost per CLIN

- WC Total amount

- Closing Date

For each work certificate, the contractor shall use a single line in the provided excel sheet.

5.5.5.4 The final invoice against the respective task order shall be referred to as such. Final invoice shall be submitted not later than thirty-five (35) working days after the end of the task order.

5.5.5.5 The ceiling amount of each single CLIN cannot be exceeded at any time without prior written authorization of the KO.