Field Service Representative Services

This is a combined synopsis/solicitation for commercial items prepared in accordance with the format in Federal Acquisition Regulation (FAR) subparts 12.6 and 13.5, as supplemented with additional information included in this notice. This announcement constitutes the only solicitation; quotes are being requested and a written solicitation will not be issued. Solicitation number HSCG38-15-Q-010112 is issued as a Request for Quote (RFQ). This solicitation document and incorporated provisions and clauses are those in effect through Federal Acquisition Circular 2005-83. The applicable North American Industry Classification Standard Code is 541330. The small business size standard is $38.5M. The requirement will be awarded using simplified acquisition procedures In Accordance With (IAW) FAR 13.5. The award will be based on FAR 6.302-1. All responsible sources may submit a quotation which shall be considered by the agency. The United States Coast Guard (USCG) intends to award this requirement on a sole source basis to General Electric Aviation Division, 1 Neumann Way, Cincinnati, OH 45215-1915, or any source that can provide the services that meet the OEM's specifications. The contract will be awarded as a Firm-Fixed Price (FFP) Indefinite Delivery Requirements contract with a one year base period and four one-year option periods. The USCG does not possess or have access to the OEM specifications or drawings. All responsible sources are encouraged to submit a proposal which will be considered by the agency. Only one award will be made from this solicitation. All proposals must contain pricing for the one year base period and four one-year option periods. Any proposal that does not contain pricing for all contract periods and for all line items may be considered non-compliant and may be eliminated from further consideration. SEE ATTACHMENT A, SCHEDULE OF SERVICES - HSCG38-15-Q-010112 STATEMENT OF WORK 1.0 GENERAL This Statement of Work (SOW) describes the Field Service Representative (FSR) services necessary to support the CT7-9C3 (CT7) Turbo Shaft Engine and Propeller Gear Box (PGB) Assembly as used on the United States Coast Guard (USCG) HC-144 aircraft and the T700/401C (T700) Series Engines used on USCG MH-60 helicopters. 2.0 SCOPE OF WORK The contractor shall provide the services of a FSR trained and experienced in the CT7 engines, PGB and T700 engines. The FSR will be permanently based at the Aviation Logistics Center (ALC), and as required, will visit various USCG HC-144 and MH-60 operating units, perform on the job training, assist in troubleshooting, assist with repairs, provide trend analysis data, provide publication updates, and evaluate damage. The presence of the FSR at the work site during the regular working hours to interact with USCG military and civil service employees is an essential element of the service. 3.0 REQUIREMENTS 3.1 Enable the USCG to resolve technical questions and problems associated with the operation and maintenance of CT7 engines, PGB and T700 engines. 3.2 Enable the USCG to respond in a timely manner to safety of flight issues, ground safety issues, and catastrophic failures of the CT7 engines, PGB and T700 engines. 3.3 Enable the USCG to efficiently and effectively operate the ALC CT7 and T700 Engine test cell facility and calibrate and correlate to the CT7 and T700 Original Equipment Manufacturer (OEM) performance specifications as required. 3.4 Enable the USCG to utilize the most up-to-date procedures, repair limits, tooling, and ground support equipment available to inspect and maintain the CT7 engine, PGB, and T700 engines. Optimize the management of CT7 engines, PGB and T700 engines assembly inventories, through maximum utilization of spare parts and repairable assets. Proprietary technical information furnished to the USCG from the FSR shall only be used by the USCG for repair, failure investigation and/or overhaul of USCG equipment. 3.5 For each engine received by the ALC Engine Shop as non-RFI, the FSR shall provide to the USCG Engineering Officer of the applicable platform, a report with the following data: engine serial number, unit reporting discrepancy, reason for removal, findings, and corrective action performed by ALC to correct discrepancy, current engine hours, and time accrued since engine was last repaired by ALC. 3.6 The FSR shall perform on-site engine familiarization, preventive maintenance, and troubleshooting training to units operating the HC-144 and the MH-60 aircraft, as well as HC-144 and MH-60 aircraft C-school classes at Aviation Technical Training Center (ATTC), Elizabeth City, NC. 4.0 QUALIFICATIONS 4.1 A security background check is required for the performance of the FSR. A secret or confidential security clearance is not required. All employees provided by the contractor that have access to AMMIS/ALMIS or other USCG systems are required to perform an initial financial and criminal background check. The contractor must certify on company letterhead that the background checks have been conducted and there are no negative financial situations or criminal offenses in the employee's background. Any adverse information acquired by the contractor on a proposed employee must be reported immediately to the Contracting Officer. See paragraph 6.0. 4.2 Trained and experienced in CT7 engines, PGB and T700 engines, including the power plant to airframe interface, installed and utilized on the USCG MH-60 and HC-144 aircraft, except avionics. 4.3 Training/Education: 2 years of college, with a major in any of the following subject areas: Mechanical Engineering, Aeronautical Engineering, Aircraft Technology, or equivalent. 4.4 Ability to interpret OEM drawings as required for USCG personnel. 4.5 Experience: - Current FAA Airframe and Power plant Mechanic license. - Five years of jet/turbo shaft engine experience, preferably with airline or business jets. - Three years experience with the CT7 engines, PGB and T700 engines. The USCG reserves the right to waive any of these qualifiers in lieu of other significant or special MH-60 and HC-144 experience. Waivers for any of these qualifiers for the training and experience requirement may be granted with prior approval of the Contracting Officer on a case by case basis. 4.6 Communication skills: Ability to communicate effectively and clearly in person, in writing, via telephone regarding topics that are technical in nature. This requires communications with USCG engineering, technical, maintenance personnel at all levels, manufacturer's technical, engineering and product support. Have basic computer skills, working knowledge of word processing, and other computer applications as necessary for project documentation, correspondence, and reports. 5.0 USCG INFORMATION SYSTEMS SECURITY No Contractor (the term "Contractor" includes subcontractors) personnel shall commence any performance under this contract until they: - Have an investigation completed at a National Agency Check with Inquiries (NACI) level or higher and obtain fingerprints - Complete an e-QIP online SF-85 form - Complete Form OF-306. Declaration for Federal Employment - Complete DHS Credit Release Form DHS 11000-9 - Complete and pass Information System Security (ISS) Training and sign the Automated Information Systems User Acknowledge Form. By signing this agreement, the individual will be acknowledging their responsibility to properly use and safeguard all Coast Guard information technology resources and related information. The Contracting Officer Representative (COR) of this contract shall arrange the aforementioned security briefing. The Contractor shall only access those areas of USCG information technology resources (e.g. computer equipment, networking equipment, telecommunications equipment, cabling, network drives, computer drives, network software, computer software, software programs, intranet sites, internet sites) explicitly stated in this contract and/or approved by the COR in writing as necessary for performance of work under this contract. Any attempts by Contractor personnel to gain access to any information technology resources not explicitly authorized by the COR is strictly prohibited. In the event of violation of this provision, USCG will take appropriate actions with regard to the contract. Contractor access to USCG networks from a remote location is a temporary privilege for the mutual convenience it offers while the Contractor performs business for the USCG. It is not a right, a guarantee, a condition of the contract, nor is it Government Furnished Equipment (GFE). Contractor access will be terminated for unauthorized use. The Contractor agrees to hold the USCG harmless and the Contractor will not request additional time or money under the contract for delay resulting from unauthorized use. 6.0 INFORMATION SYSTEMS SECURITY - CONTRACTOR BACKGROUND CHECKS In order to obtain a Government computer account and Government issued Common Access Card (CAC), COMDTINST M5520.12C, Personnel Security and Suitability Program, COMDTINST M5500.13C U.S. Coast Guard Security and Information Assurance Manual and ALCOAST 330/10 Coast Guard Contractor Vetting must be followed. The prospective employee must have an investigation completed at a National Agency Check with Inquiries (NACI) level or higher. In addition to a NACI, the following investigations will meet or exceed the Coast Guard's requirements: - Single Scope Background Investigation (SSBI) - Single Scope Background Investigation - Periodic Reinvestigation (SSBI-PR) - Phased Periodic Reinvestigation PPR (equivalent to an SSBI-PR) - Access NACI (ANACI) - National Agency Check with Local Agency and Credit Checks (NACLC) - Periodic Reinvestigation-Secret (PRS) - Periodic Reinvestigation (PRI) - Minimum Background Investigation (MBI) - Limited Background Investigation (LBI) - Background Investigation (BI) - Child Care NACI (CNACI) If your prospective employee has had one of the previously mentioned investigations completed with no negative findings, then this must be verified by your company's Facility Security Officer (FSO) on company letterhead and emailed to contact@example.gov with the subject line "Background Check Verification". A template for this document is available from the Contracting Officer. If your prospective employee does not have a previous investigation that meets the criteria listed above, then the following must be completed: 1. Send an email to contact@example.gov with the subject line "Initiate Background Check". The body of the email must contain the following information: - SSN - Full Name, First, Middle and Last - Applicant's Email Address - Contract Program Manager Email Address - Date of Birth - City born in - County born in - State born in - Country born in - Contract Number - Contract Expiration Date This information will be used to set up an account for the applicant in the Office of Personnel Management's (OPM) e-QIP system. E-QIP is an online system used to submit required information for background checks. Once the account has been set up, an email will be sent to the applicant's address which will contain a link to the e-QIP system. The applicant will then need to go to this link and follow the prompts to complete an online SF-85 form. The e-QIP link is available via the internet and can be accessed anywhere a normal website is accessed. Once the applicant has completed the online form, they will be directed to print two signature sheets. These signature sheets must be printed and signed by the applicant and submitted to ALC as explained later in this document. 2. Obtain Fingerprints. The applicant must be fingerprinted at one of the following locations: - Elizabeth City Coast Guard, Building 35. This office will only conduct fingerprints on Wednesdays between 0800 and 1130. The applicant will need to provide their driver's license or a Government issued ID. The fingerprints will be electronically submitted to the Coast Guard Security Center. - Coast Guard Security Center, 1441 Crossways Blvd. Suite 102, Chesapeake, VA. Fingerprints are conducted Tuesdays and Thursdays between 0900 and 1500. The applicant will need to provide an ID as described above. The fingerprints will be electronically submitted to the Coast Guard Security Center. - Pasquotank County Sheriff's Office. The applicant will need to provide an ID as described above and will need to inform the deputy that the fingerprints are being conducted for a Coast Guard security background check. The applicant will need to request two copies of their fingerprints which will be provided to them on FD-258 fingerprint cards. These cards must be submitted to ALC as explained later in this document. 3. Complete Form OF-306. Declaration for Federal Employment. Only blocks 1, 8, 9, 10, 11, 12, 13, 16 and 17a need to be completed. 4. Complete DHS Credit Release Form (DHS 11000-9). Once these steps have been completed, the two signature sheets, OF-306 and the DHS 11000-9 may be scanned and emailed to contact@example.gov with the subject line "Completed Security Package". These documents cannot be combined into one attachment. They should be scanned and attached as four separate documents. The fingerprint cards cannot be accepted as a scanned document. If the applicant obtained their fingerprints at the Sheriff's Office, the fingerprint cards must be delivered to the Standards and Security Branch in the Information Systems Division, Building 63, ALC. After the required documents have been received, the USCG will compile them in e-QIP and submit them to the Coast Guard Security Center. At this point, no further action can take place to process their computer account and CAC until ALC receives a favorable fingerprint report back from the Coast Guard Security Center. The expected wait time is three to four weeks. When the USCG receives notification of a favorable fingerprint check, notification will be provided to the Contractor Program Manager and the applicant will be requested to report to the Standards and Security Branch in the Information Systems Division in Building 63 at ALC. The applicant will then be required to complete and pass Information System Security (ISS) Training and sign the Automated Information Systems User Acknowledge Form. The ISS Training will be made available to the applicant on workstations located in the Standards and Security office area at ALC. Once the applicant has successfully completed the ISS training and signed the AIS form, a request will be submitted to the USCG's Centralized Service Desk St. Louis, Missouri to request the applicant's computer account be created. The process will also be completed to have a Government CAC issued. 7.0 ADMINISTRATIVE INFORMATION 7.1 Prepare and submit monthly, one copy of the FSR's Monthly Activity Report and Certificate of Service. Monthly Activity Report - This report can be prepared in the contractor's style and format and shall include the following: Contractor's name, representative's name, applicable contract number, specific information on instances of technical assistance provided to USCG units, the completion or status of other technical projects, reports, studies or investigations. Certificate of Service - This can be prepared in the contractor's style and format and shall include the following: Contractor's name, representative's name, applicable contract number, type of aircraft, dates of service, non-service days broken down by vacation days, sick days, and non-work days, service days broken down by holidays, local days worked, and travel, total days for the period and location duty performed. 8.0 TERMS AND CONDITIONS 8.1 Removal and Replacement of Personnel: The contractor shall have the right to remove or replace personnel assigned and to substitute other qualified personnel in lieu thereof, provided that written notice of such actions is provided to the Contracting Officer, a minimum of 60 days prior to the effective date. The Government shall have the right to request removal or replacement of contractor personnel, provided that the Contracting Officer has given written notice to the contractor, a minimum of 60 days prior to the effective date. The contractor shall be permitted a break in services rendered for a period not to exceed 30 days, whether the requirement for removal or replacement of personnel is at the request of the Government or the contractor. The period between the replacement of personnel is non-billable to the USCG. When replacements, transfers and reassignments of contractor personnel are made for the convenience of the contractor, all costs incurred by the contractor for such relocation or replacement will be at contractor's expense. Replacements, transfers, and reassignments of contractor personnel are deemed to be at the convenience of the contractor when: It becomes necessary to replace any contractor personnel for misconduct or unsatisfactory performance. Determination of misconduct shall be at the sole discretion and judgment of the Contracting Officer. Replacement of contractor personnel is required because of voluntary or involuntary termination of employment with the contractor. Contractor personnel are incapacitated due to injury or illness for a period in excess of 30 days, or the death of contractor personnel. Replacement or transfer of contractor personnel is initiated at the request of the contractor. Replacement or transfer of contractor personnel is required due to termination of the contract for default. When replacements, transfers, and reassignments of contractor personnel are made for the convenience of the Government, all costs incurred by the contractor for such relocation or replacement will be at Government's expense. Replacements, transfers, and reassignments of contractor personnel are deemed to be at the convenience of the Government when: - The contract is terminated for the convenience of the Government. - Replacement or transfer of contractor personnel is initiated at the request of the Government for reasons other than misconduct, unsatisfactory performance, termination of employment, injury or illness for a period in excess of 30 days. - Temporary relocations (travel of less than 21 days) from Elizabeth City, North Carolina, directed by the COR shall be for the convenience of the Government and shall not be considered a transfer or reassignment. 9.0 SPECIAL CONTRACT REQUIREMENTS 9.1 Work Requirements for FSR: The services of the FSR shall be at the fixed price rate contained in this schedule per month. The normal workday will be eight (8) hours, Monday through Friday (40 hours per week). Overtime work, if required, will generally be for emergency purposes (determined by the Contracting Officer) and will be at no additional cost to the Government. Exclusive of necessary travel time, the FSR shall not be required to work more than forty-eight (48) hours per calendar week without the prior written approval of the contractor and the Contracting Officer. The FSR will be allowed to take up to forty (40) non-service days per year, which are NOT billed to the Government, for vacation, sick leave, holidays or personal business to be used by the FSR in accordance with the contractor's current personnel policies and Department of Labor laws. Any leave in excess of the allotted vacation, sick, personal, holiday leave or otherwise covered will require reimbursement to the billable rate for the effected period. 9.2 Holidays: The contractor shall establish a holiday schedule for personnel performing under this contract that directly coincides with the Government's schedule. Holiday's peculiar to the Government shall be considered as holidays for Contractor personnel and are not billable. Contractor personnel will not perform work on Government holidays. The following days (as celebrated) are contract holidays: New Year's Day, Martin Luther King's Birthday, President's Day, Memorial Day, Independence Day, Labor Day, Columbus Day, Veteran's Day, Thanksgiving Day and Christmas. 9.3 Travel: Necessity for travel will be determined by the Contracting Officer in conjunction with the Contracting Offer's Representative (COR). Travel may include but is not limited to the following USCG sponsored activities: - On-the-Job Training - Technical Presentations - Maintenance Management Reviews - Technical Agenda Meetings - Logistics Management Reviews - HC-144 Standardization Conferences The Contracting Officer may direct, the utilization of USCG aircraft for travel, as appropriate, to any locations including remote deployment sites, where commercial air travel is not appropriate, available or timely. 9.4 Insurance Requirements: The contractor shall be required to procure and maintain, during the entire period of performance under this contract the following minimum insurance in accordance with FAR 52.228-5 (Jan 1997) and HSAR 3052.228-70 Insurance (June 2006). Prior to commencement of work hereunder, the contractor shall furnish to the Contracting Officer a certificate or written statement of the above required insurance. The policies evidencing required insurance shall contain an endorsement to the effect that cancellation or any material change in the policies adversely affecting the interests of the Government shall not be effective until thirty days after written notice has been given and approved by the Contracting Officer. 9.5 Supervision of Contractor Employees: Contractor personnel are employees of the Contractor and under the administrative control and supervision of the Contractor. The Contractor, through its personnel, shall perform the tasks prescribed herein. The Contractor shall elect, supervise, exercise control and direction over its employees under this contract. The Contractor shall not supervise, direct or control the activities of the Government personnel or the employee of any other contractor, except any subcontractor employed by the Contractor on this contract. The Government shall not exercise any supervision or control over the Contractor in the performance of contractual services under this contract. The Contractor is accountable to the Government for the actions of its personnel. In performance of this contract, the Contractor's management responsibilities include, but are not limited to, the following: - Ensure employees understand the work to be performed on order to which they are assigned. - Ensure employees know their management chain and adhere to company policies and exhibit professional conduct to perform in the best interest of the Government. - Ensure employees adhere to applicable law and regulation governing contractor performance and relationships with the Government. - Ensure contract employees do not create actual or apparent personal service relationships. - Regularly assess employee performance and provide feedback to improve overall task performance. - Ensure high quality results are achieved through task performance. 9.6 Personnel Access: During the life of this contract, the Contractor's personnel shall have access to the designated and/or Government facilities as required. Contractor's personnel shall comply with the rules and regulations governing the conduct of personnel and the operation of the facility. The Government reserves the right to require contractor personnel to "sign in" upon entry and "sign out" upon departure from the designated and/or Government facilities. Certain security requirements which necessitate the use of building access passes may be required. No direct charges to any order or order issued under a contract may be for personnel or facility security clearances. 9.7 Conduct of Contractor Personnel: Contractor employee shall comply with all policies if working in a non Government facility. The Contracting Officer may direct that employee of the Contractor, including employees of a subcontractor at any tier, no longer perform work under this order/contract on a designated and/or Government installation if the Contracting Officer determines that the employees' actions would be grounds for removal or it the employee has been ordered not to re-enter the installation by the Commander of that installation. Any delays in or increased costs of performance resulting from the Contracting Officer's direction under this clause shall not be considered an excusable delay or beyond the control and without the fault or negligence of the Contractor and shall not be grounds for an equitable adjustment. 9.8 Government Installation Closure: If necessary, the Government (Installation Commander or designee) may decide to close all or part of a designated and/or Government installation in response to an unforeseen emergency or similar occurrence. Sample emergencies include, but are not limited to, adverse weather conditions (e.g. snow, flood, etc.), an act of God (e.g. tornado, earthquake etc.) or a base disaster (e.g. natural gas leak, fire etc.). Contractor employees (FSR) are considered "non-essential" personnel for purposes of any/all instructions relative to the emergency. The FSR shall be officially dismissed upon notification of closure in regard to unforeseen emergency. The FSR shall promptly secure all Government furnished property appropriately and evacuate in an expedient, but safe manner. Such closures are not billable to the Government. With regard to work under the contract, the Government shall retain the following rights: - The Government may forego the work or may reschedule the work at any time satisfactory to both parties. - The Government may, at its discretion, permit the FSR to perform work at home during the period of installation closure, if the work to be accomplished is within the scope of the contract. This work must be authorized by the COR responsible for the effort. The FSR will notify by letter or e-mail, the cognizant Contracting Officer via the COR, within 5 business days of return to work, the nature and scope of work completed. If approved, the contractor shall be permitted to bill the Government for that period. Government Installation Closure Notification Procedures: - Notification shall also be recorded on the base's official emergency phone number at +1 (555) 000-0000. - If the decision to close all or part of the installation is made during the duty day, and the installation Commander's decision is transmitted through official notification channels, the contractor employee shall follow the instructions as given. Contractor employee shall notify the cognizant COR or Contracting Officer and act in accordance with their instruction. 9.9 Contractor Identification: Contractor employee must identify himself/herself as a contractor during meetings, telephone conversations, in electronic messages or correspondence relation to the contract. Contractor occupied facilities (on Government installation or Contractor owned facilities) such as offices, separate rooms or cubicles muse be clearly identified with Contractor supplied signs, name plates or other identification, showing that these are work areas for Contractor personnel. 9.10 Government Furnished Facilities: The Government will provide suitable office space, furniture, telephone and facsimile transmission service for the FSR at no cost to the contractor provided: - The FSR uses the telephone and facsimile long distance services for bona fide business only. - The office space and office furniture use by the FSR sustains only damages attributed to normal wear and tear. Should the office space and/or office furniture used by the FSR sustain damages in excess of normal wear and tear, the contractor shall reimburse the Government for the replacement costs of the office furniture and/or repair of the office space. The COR will make the determination of damages and submit a report to the Contracting Officer if and when such damages exceed normal wear and tear. 9.11 Security Clearances and Non-Disclosure Agreements: All contractor personnel working on the Elizabeth City complex or adjacent facilities will be required to obtain a Government Common Access Card if they require access to federally controlled computer systems. All contractor personnel will be required to meet the security requirements for access onto the base complex and for USCG computer access. The contractor will be responsible for the management of all security clearances and personnel may be required to sign a non-disclosure agreement. 10.0 INSPECTION AND ACCEPTANCE 10.1 Inspection and Acceptance (F. O. B. Destination): Inspection and acceptance of services furnished hereunder shall be performed by the COR at destination. 11.0 DELIVERIES OR PERFORMANCE 11.1 Period of Performance: The period of performance for this contract will be from the effective date of award through 12 months; with (4) one-year option periods to follow. The total duration of this contract shall not exceed five years, if all options are exercised. 11.2 Place of Performance - The place of performance for services under this contract shall be USCG, ALC, 1664 Weeksville Road, Elizabeth City, North Carolina. The FSR will be permanently based at ALC, as required; will visit various USCG MH-60 and HC-144 operating units. 11.3 Delivery Schedule: Contract Line Item Number (CLIN's) 1 through 7 and corresponding option years CLIN's 8 through 35. CLIN 1* Field Service Representative - N/A CLIN 2* Monthly Activity Report - 1 copy delivered not later than 10 days following the last day of the month the services were rendered. CLIN 3* FSR Monthly Certificate of Services- 1 copy delivered not later than 10 days following the last day of the month the services were rendered. CLIN 4* Certificate of Insurance - 1 copy due within 30 days from the date of contract award then due annually on the anniversary of that date. CLIN 5-7* Reserved * Includes respective option contract line item numbers. 11.4 F.O.B. Point: Reports and certificates of service shall be e-mailed to the Contract Specialist. If there is no internet access reports and certificates should be mailed F.O.B. Destination to the following address: Contracting Officer USCG, Aviation Logistics Center ATTN: MRS Contracting Section 1060 Consolidated Road Elizabeth City, NC 27909-5001 12.0 CONTRACT ADMINISTRATION DATA: 12.1 Address for Correspondence All correspondence, except as otherwise specified, shall be directed to the following address: USCG, Aviation Logistics Center Attn: MRS Contracting Section 1060 Consolidated Road Elizabeth City, NC 27909-5001 Contract No. _____________________ (Assigned at time of award) 13.0 INVOICING INSTRUCTIONS The original Contractor's invoice shall be submitted to the designated billing office for payment as follows: The invoice must reference the contract number and delivery order. The preferred method for invoice submission is via email to: contact@example.gov Invoices may also be submitted via U.S. Mail to: Chief, Fiscal Branch USCG, Aviation Logistics Division Building 63 Elizabeth City, NC 27909-5001 Contract No. _____________________ (Assigned at time of award) Contract Terms and Conditions Commercial Items The following provisions apply to this acquisition: 52.252-1 Solicitation Provisions Incorporated by Reference (Feb 1998) This solicitation incorporates one or more solicitation provisions by reference, with the same force and effect as if they were given in full text. Upon request, the Contracting Officer will make their full text available. The offeror is cautioned that the listed provisions may include blocks that must be completed by the offeror and submitted with its quotation or offer. In lieu of submitting the full text of these provisions, the offeror may identify the provision by paragraph identifier and provide the appropriate information with its quotation or offer. Also, the full text of a solicitation provision may be accessed electronically at this/these address(es): http://www.acquisition.gov/far/index.html. 52.2...