QRP EQUIPMENT PREVENTIVE MAINTENANCE SERVICE

Heavy Equipment Preventive Maintenance Qualified Recycling Program (QRP) MCAGCC, Twentynine Palms, CA 1 .1 Introduction: The Marine Corps Regional Contracting Office (RCO) is procuring maintenance and service for heavy equipment located at NREA Division Recycling Program, Marine Air Ground Task Force Training Command (MAGTFTC)/Marine Corps Air Ground Combat Center (MCAGCC), Twentynine Palms, California. 1.2 General: The contractor shall provide all management, supervision, labor, materials, supplies and equipment to perform twice a year on the listed equipment. The contractor shall provide qualified, trained, skilled personnel for maintenance and inspection of the equipment as set forth in this contract. The objective of scheduled routine maintenance and repair is to eliminate or minimize equipment malfunction, breakdown and deterioration. Contractor maintenance must ensure continuous, safe, and satisfactory operation of all equipment, their parts and components per manufacture specifications and guidelines. The contractor shall schedule routine maintenance to include all tasks herein described. The contractor shall inventory, supply, repair and replace all parts that have become unsafe due to wear and tear. The contractor shall use genuine manufacturer's parts or approved or equal (to be approved by COR) for all replacements. The contractor shall provide the appropriate tools and testing equipment for scheduled maintenance as required by this contract. The contractor shall provide all of the necessary repair parts, materials and supplies to maintain, service, inspect and test the equipment as required by this contract. The contractor shall be responsible for all parts related to preventive maintenance as described in the equipment logs (aka: maintenance specifications as outlined in the owner's manual). Unless otherwise specified herein, the contractor shall provide all supplies, personnel, equipment, tools, materials, supervision, and other items or services necessary to perform the management and operation of motor vehicle maintenance functions as defined in this Performance Work Statement (PWS). All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards and, to the extent feasible and reasonable. All supplies, materials, and equipment to be used in the performance of work described herein are subject to the approval of the Contracting Officer Representative (COR). Checklist Approval - The contractor shall submit to the COR a schedule and description of the scheduled routine maintenance (preventative maintenance (PM)) tasks that the contractor recommends. The contractor shall prepare this schedule and tasks description in a checklist format similar to the one provided in Attachment A. The COR must approve the proposed "Scheduled Routine Maintenance Task Checklist" prior to contract work commencement. Minimum Requirements - The contractor shall provide a trained mechanic to inspect and service every equipment and related peripheral equipment twice a year, every 6 month of the year to maintain the equipment to manufacturer's specifications. Following the manufacturer's recommendations, the contractor shall also perform more involved maintenance at different intervals. The mechanic shall sign off on every item of the checklist. The mechanic shall leave a copy of this signed checklist with the COR following that period's routine maintenance visit. Checklist format example is listed on Attachment A. 1.4 Government Personnel: The Contracting Officer (CO) is the individual executing this contract on behalf of the government and is responsible for the overall administration of the contract. He/she is the only person authorized to make any changes in the prices, terms or other conditions of the contract. The Contracting Officers Representative (COR) is responsible for giving the contractor any special technical instruction or guidance necessary to ensure contract execution. The COR has NO authority to alter the terms and conditions of the contract. The COR will be appointed after contract award. 1.5 Contractor Personnel: The contractor shall have a competent on-site representative authorized to act on behalf of the contractor, available to the COR and/or CO to receive instructions or information regarding work under the contract. The on-site representative must be able to fluently speak and understand English. In the case of emergency, the on-site representative shall provide a phone number to the COR and/or CO within 14 calendar days of award where he/she can be contacted 24 hours per day 7 days a week. The contractor shall furnish adequate supervision at the premises to ensure that work is performed in a satisfactory manner. It is the responsibility of the contractor to maintain close surveillance over personnel employed to perform work on the contract. No unauthorized personnel are permitted on the premises. 1.6 List of Employees: Contactor shall furnish names of all personnel performing work on this contract no later than 14 calendar days after award. No unidentified or unauthorized personnel are permitted on the work site. 1.7 Work Schedule: Operating hours shall meet mission requirements. Vehicle maintenance normal hours of operation shall be 0600-1400 hours daily, Monday - Friday, excluding Federal holidays. Upon notification by the COR, the contractor shall provide services to support weekend/holiday training schedule. Contractor employees will check-in and out with the COR each time inspection and maintenance is being performed under this contract. Within 14 calendar days after contract award, the contractor shall submit to the COR and/or CO, a complete work schedule for approval. Contact the COR and/or CO at least 48 hours prior to scheduled inspection and maintenance. When conditions occur that require a change in the inspection/maintenance schedule the contractor will notify the COR immediately. The COR and the contractor will agree to the revised schedule before proceeding with the new schedule. The work performed under this contract shall be subject to inspection by the COR. 1.8 Safety: A safety plan is required to be submitted to the COR and/or CO within 14 calendar days after contract award. The COR's approval of the plan is required prior to the commencement of work. The contractor shall perform services under the contract in compliance with the safety requirements defined in all applicable Federal, State and local laws, regulations and ordinances, including the latest effective standards promulgated by the Department of Labor, Occupational Safety and Health Administration. When questionable, the most stringent shall apply. The contractor shall take all reasonable precautions in the performance of the work under this contract to protect the safety and health of employees and of members of the public and shall comply with all applicable safety and health regulations and requirements. The contractor shall provide to the government the Material Safety Data Sheets (MSDS) for all chemicals used prior to those compounds being brought into the facility. The contractor shall ensure employees have safety education when engaged in activities involving Government facilities, personnel, or equipment. The contractor shall require their personnel to wear safety shoes/boots IAW OSHA standards. The contractor shall maintain an accurate record of, and shall report to the COR and CO, all cases of death, occupational disease, or traumatic injury to employees of the public and any property damage as a result of performance under this contract. 2.0 Scope 2.1 The Contractor is responsible to provide any required corrective maintenance that must be performed prior to the start of the preventative maintenance period to make the equipment mechanically sound and fully functional at 100%. The Contractor is responsible for providing the professional maintenance services, labor and materials necessary to perform BI-ANNUAL preventative maintenance for CATERPILLAR EXCAVATOR, SCRAP HANDLER and LOADER, CASE SKID STEER, AL-JON LOGGER BALER and JLG TELEHANDLER as outlined in applicable equipment technical manual. Work is to be completed at QRP facilities, Bldg. 2096 or 2085, where the equipment is utilized. The Contractor is responsible for providing the professional diagnostic services, labor and materials necessary to perform corrective maintenance, as required for CATERPILLAR EXCAVATOR, SCRAP HANDLER and LOADER, CASE SKID STEER, AL-JON LOGGER BALER and JLG TELEHANDLER equipment outlined. Work is to be completed at QRP facilities, Bldg. 2096 or 2085, where the equipment is utilized. The contractor shall not use any materials, chemicals, or compounds which the COR determines would be unsuitable for the intended purpose or harmful to the surfaces to which applied. The contractor shall provide intermediate maintenance, preventive maintenance and scheduled inspections/tests; repair/replace unserviceable parts, assemblies, subassemblies and components; refinish, fabricate parts, make modifications; repair accessories and auxiliary equipment, and body and structural repair. The contractor shall maintain all vehicles to the standards contained in original equipment manufacturer (OEM) directives and technical manuals. The contractor shall provide, issue, and add all replenishment fluids/lubricants to include; engine oils, transmission, brake and hydraulic fluids, gear lubricants, and coolants that meet the standards set forth in original equipment manufacturer (OEM) directives and technical manuals. Inspect brake system for proper operation Inspect cooling system Inspect exhaust and heat shields Inspect steering and suspension Inspect fuel system Lubricate carriage and steering Inspect transmission fluid Inspect air filter Check and replace engine oil Inspect belts and hoses Inspect all lights and verify proper operation Inspect tires and inflate to the proper psi Check wheel lugs for proper torque Top off all fluids The contractor shall provide on-site maintenance for vehicles and equipment which because of their design or immobility cannot economically be delivered to the vehicle maintenance facility. The contractor shall develop a list of these assets, by registration number, keep the list current, and provide the COR a copy within 14 days after contract awarded and update changes as they occur. The contractor shall establish and implement key control procedures in the Quality Control Plan to ensure keys issued to the contractor by the Government are properly safeguarded and not used by unauthorized personnel. The contractor shall not duplicate keys issued by the Government. The contractor shall comply with Federal drug-free workplace and work force requirements IAW the Federal Acquisition Regulations. The contractor shall provide motor vehicle and equipment repair parts equal to or that exceeds the quality of replacement parts supplied by the original equipment manufacturer (OEM). Commercially purchased or contractor rebuilt parts may be used if they equal or exceed the quality of the original parts. The contractor shall fill in all items on the Equipment Inspection Form; when performing maintenance. All required services are performed and no more than one customer complaint is received per service. Contractor response time does not exceed the limits set forth in this contract. No more than one late arrival per service. 2.2 All parts and labor as required for preventative maintenance on the following equipment per the applicable technical manual: EQUIPMENT MODEL NUMBER SERIAL NUMBER QTY Caterpillar Excavator 345CL PJW00654 1 Caterpillar Loader 950G CAT0950G 1 Caterpillar Scrap Handler M325D CBD00007 1 Case Skid Steer 440CT N6M432030 1 Aljon Balers 400 Logger 13134 1 Aljon Balers 400 Logger 14681 1 JLK 6K Telehandler G6-42A 160028333 1 2.3 Performance period for this contract will be no more than 14 days from the date of award, and will run continuously for 1 year with the provision for 4 extensions of this contract for an additional 1 year period. 2.4 Over and Above Work - Repair Estimates The estimate shall include labor hours, materials, service call cost, price of the part and estimated repair time (days). The costs shall be listed separately. In the event that repairs are not ordered, due to equipment being beyond economical repair or equipment having met its life expectancy; the contractor shall invoice for the service call under the appropriate CLIN for service. A minor repair is defined as a repair that cost $3,000.00 or less and including not to exceed three hours of work. If the repair is ordered, the COR will sign the written estimate. The contractor will provide a copy of the signed written estimate to the COR. A major repair is defined as a repair that exceeds $3,000.00 and exceeds three hours of work. A written estimate will be required for a major repair. Contractor shall not begin repairs without written approval from the COR or Contracting Officer to proceed with repairs. For parts that have been replaced, the old parts shall be turned over to the COR (this excludes the fluids). All repair parts shall be provided at cost. 2.5 Disposal of Removed Materials and Equipment The contractor shall be responsible for the off-site disposal of all removed materials and equipment except those items specifically designated to be retained by the government. The contractor shall not allow debris to accumulate. The contractor shall ensure the work place is cleaned at the end of each day. No materials or debris shall be burned/buried on the site. The contractor shall follow all applicable local environmental disposal laws and regulations. Hazardous Waste generated from vehicle maintenance must be properly stored and disposed of at the Hazardous Waste Management Branch. If the contractor so desires, they may turn in used oil, antifreeze, etc. for recycling to NREA-HWMB, Building 2095 Rifle Range Road, Twentynine Palms, CA. Hours of operations are 0730 to 1500 hrs. If turned in for recycling or disposal, fluids must be in separate containers. Do not mix the items together. 2.6 Information Library The contractor shall have and maintain, for the duration of the contract period, a reference library consisting of manufacturer's equipment maintenance schedules, equipment schematics, layouts, parts list, etc., and other basic information needed to properly maintain the included systems. Upon completion of the contract or termination, the government shall become sole owners of these records. The contractor agrees to maintain complete accurate records of ALL maintenance services performed, repairs made, and replacement parts used and billed for during the period of this contract. Maximum use shall be made of the preventive maintenance requirements. All equipment defects and deviations from normal operating characteristic and specifications shall be recorded on the preventive maintenance services. The contractor agrees to furnish the COR with a copy of each completed work log. That work log shall be annotated with a description of the problem, the corrective actions taken by the contractor personnel and the name of the contractor personnel that performed the work. 43.0 INSURANCE REQUIREMENTS Personal Injury, Property Loss or Damage (Liability). The contractor assumes absolute responsibility and liability for any and all personal injuries or death and property damage or losses suffered due to negligence of the contractor's personnel in the performance of this contract. The contractor's assumption of absolute liability is independent of any insurance policies. Insurance. The contractor, at its own expense, shall provide and maintain during the entire period of performance of this contract, whatever insurance is legally necessary. Time for Submission of Evidence of Insurance. The contractor shall provide evidence of the insurance required under contract within ten (14) days after contract award. The government may rescind or terminate the contract if the contractor fails to timely submit insurance certificates. Worker's Compensation Insurance. The contractor agrees to provide all employees with worker's compensation benefits as required by law. 4.0 ACCIDENTS AND INJURY The contractor and his employees shall comply with all OSHA regulations. The treatment of injuries sustained by the contractor's employees shall be the responsibility of the contractor. 5.0 GOVERNMENT FURNISHED PROPERTY/UTILITY The Government will not provide any Government Furnished Property 6.0 QUALITY ASSURANCE AND SURVEILLANCE PLAN (QASP) Plan: This plan is designed to provide an effective surveillance method to promote effective contractor performance. The QASP provides a method for the COR to monitor contractor performance, advise the contractor of unsatisfactory performance, and notify the Contracting Officer of continued unsatisfactory performance. The contractor, not the government, is responsible for management and quality control to meet the terms of the contract. The role of the government is to conduct quality assurance to ensure that contract standards are achieved. Performance Objective: Performs all equipment maintenance services set forth in the performance work statement (PWS). Performance Threshold: All required services are performed and no more than one customer complaint is received per month. Contractor response time does not exceed the limits set forth in this contract. No more than one late arrival per month. Surveillance: The COR will receive and document all complaints from government personnel regarding the service provided. If appropriate the COR will send the complaints to the contractor for corrective action. The Government shall evaluate the contractor's performance under this contract. All surveillance observations shall be recorded by the Government. When an observation indicates defective performance, the COR shall request the contractor's representative to initial the observation. All observations of incomplete or defective performance, or safety and health standards violated shall be recorded. Standard: The performance standard is that the government receives no more than one customer complaint per month and that the contractor does not deviate from the response time limit more than once per month. The COR shall notify the Contracting Officer of the complaint so that the Contracting Officer may take appropriate action. The contractor shall institute and maintain a complete quality-control program to ensure that the requirements of this contract are provided, as specified. An inspection system covering all the services required with a comprehensive checklist to be used to inspect contract performance during scheduled and unscheduled inspections. A file of all inspections conducted by the Contractor and corrective actions taken. This should include follow-up inspections to ensure that corrective action was appropriate, complete and timely. 7.0 Records 7.1 Within thirty (30) days of contract award, the Contractor shall submit a Vehicle Maintenance Plan ("Plan"). This submittal shall be approved by the Contracting Officer in writing. The Contractor shall not commence work until this submittal is approved by the Contracting Officer in writing. The Contractor is responsible for making such revisions to the plan as are deemed necessary by the Contracting Officer. If the Plan requires any revisions or corrections, the Contractor shall resubmit the Plan within ten (10) days. No work will be allowed and no progress payments will be processed until the Plan is approved. 7.2 The Plan must be reviewed and updated annually, and as required by the Contracting Officer. The Plan must contain and define the following elements: The Contractor's written policy stating its commitment to the use of employee health and safety and sound environmental management practices. 7.3 Special Qualifications: Service Technicians shall possess the applicable ASE certification to work on applicable equipment prior to commencement of duties. 8.0 Environmental Requirements 8.1 The contractor shall comply with all federal, state and local environmental laws, and MCAGCC policies and regulations to include but not limited to Resource Conservation and Recovery Act (RCRA), Safe Water Drinking Act (SWDA), the Clean Air Act (CAA), and Federal Facilities Compliance Act (FFCA). 9.0 Services Summary Performance Objective PWS Para Performance Threshold Corrective Maintenance prior to the commencement of Preventative Maintenance cycle to make equipment mechanically sound and fully functional 2.1 100% Serviceability of Equipment Preventative Maintenance 2.1 Minimum of every 6 months Corrective Maintenance as required 2.1 100% Serviceability of Equipment Please see attachment solicitation M6739915T0018