Preventive Maintenance (PM) and Unscheduled Repair Services (URS) of Miscellaneous Food Processing (MFP

This is a combined synopsis/solicitation for commercial services prepared in accordance with the format in Subpart 12.6, as supplemented with additional information included in this notice. It is the Government's intent to award this requirement using FAR Subpart 13.5 procedures. This announcement constitutes the only solicitation; quotes are being requested and no other written solicitation will be issued. Quotes shall reference solicitation number HQC00423Q0001. This Request for Quote (RFQ) documents and incorporates provisions and clauses effect through Federal Acquisition Circular (FAC) 2023-01 dated 12/01/2022. The NAICS code is 811310 with a small business size standard of $8 million dollars. The Government intends to award one firm fixed price contract for one base year and 4 one-year options. The options may be exercised at the discretion of the Government. This solicitation is being issued as 100% total small business set-aside.

Description of Requirement: The Defense Commissary Agency (DeCA) stores located at Yuma MCAS, China Lake, Edwards, Fort Irwin, Twentynine Palms, Davis Monthan and Fort Huachuca located in California have a need for Preventive Maintenance (PM) and Unscheduled Repair Services (URS) of Miscellaneous Food Processing (MFP). Period of Performance (POP):

Base Year:  June 1, 2023 – May 30, 2024

Option Year One:  June 1, 2024 – May 30, 2025

Option Year Two:  June 1, 2025 – May 30, 2026

Option Year Three:  June 1, 2026 – May 30, 2027

Option Year Four:  June 1, 2027 – May 30, 2028        

Contract Line Items (CLINs) – See attached Excel Spreadsheet to submit pricing.

52.212-1, Instructions to Offerors-Commercial Products and Commercial Services (NOV 2021) applies to this acquisition.

ADDENDUM TO FAR 52.212-1

(b)(4) Technical acceptability:  Each offeror shall submit a technical offer, including attachments.  It is imperative that your written technical offer addresses the evaluation factors outlined below in FAR 52.212-2.  The narrative must be written in a clear, concise fashion, describing the technical experience of technicians and how the offeror proposes to perform the requirements stated in the Performance Work Statement (PWS).

Please respond to the following:

• Provide a brief narrative, not to exceed 3 pages explaining how your company intends to perform the standards prescribed in Section 3 of the PWS.

• Provide a brief narrative, not to exceed 3 pages explaining how your service technicians have a sound mechanical aptitude, ability, and an extensive working knowledge of troubleshooting, diagnosis, and repairing the equipment listed in PWS Section 1.2D.

Offerors are encouraged to arrange site visits to obtain detailed information regarding the equipment shown in the equipment list in the PWS.  Arrangements should be made with the store director at each location.  Store addresses and contact information can be found at https://www.commissaries.com.  

Technical specifications for the equipment covered by this requirement can be found on the Automated Commercial Equipment Description (ACED) website.  Please reference the complete Commercial Equipment Description (CED) of the requested items at https://www.commissaries.com.   Use the following instructions to navigate the website:

(1)           Go to: https://www.commissaries.com

(2)           Scroll down to “Business with the Defense Commissary Agency”

(3)           Click “Contracting”

(4)           Click “Equipment, Maintenance & Supply

(5)           Scroll down to “Equipment”

(6)           Click “Automated Commissary Equipment Descriptions (ACED) is here”

(7)           Scroll down to “ACED”

(8)           In “Apply” enter the CED number and search

(9)           The CED will open for viewing/printing.

CED numbers, for Miscellaneous Food Processing (MFP) covered by this requirement, can be found in the Performance Work Statement (PWS).

(b)(6) Price: Provide your best price foreach line item.  The price for PM’s will be quarterly and the price for Unscheduled Repairs to include parts, labor and travel will be Monthly.  Enter all pricing for the base and option years.   Do not price the Material CLINs.  We will use a predetermined amount as a place holder for systems purposes once the contract is awarded.  The vendor will be paid for actual costs for labor and materials as evidenced by supplier invoice for direct labor and materials and supplies used to accomplish repair services supported by a copy attached to the invoice in Wide Area Workflow (WAWF).                                                                                                                   

52.212-2, Evaluation-Commercial Products and Commercial Services (N0V 2021) applies to this acquisition.  The following factors shall be used to evaluate offers: 

1. Technical Acceptability of Service
2. Price
3. Past performance

Technical and past performance, when combined, are equally important to price.

Award will be made based on price and technical capability of the offeror.  Offeror will be determined to be technically acceptable if their proposed service meet the minimum requirements/standards outlined in the performance work statement.

FAR 52.212-3, Offeror Representations and Certifications-Commercial Products and Commercial Services (MAY 2022) must be completed and submitted with quote.

52.212-4, Contract Terms and Conditions-Commercial Products and Commercial Services (NOV 2021) applies to this acquisition.

ADDENDUM TO FAR 52.212-4

The following paragraphs have been changed/added to FAR 52.212-4 Terms and Conditions – Commercial Items.

      (c)    Changes: Administrative Modifications- 

               The government may issue unilateral written modifications that do not affect the substantive rights of the parties.  Examples of administrative modifications are corrections in the payment office address or changes to the accounting and appropriation data.   Contract modifications will be issued and accessed through the Electronic Document Access System (EDA) via Procurement Integrated Enterprise Environment  (PIEE) https://piee.eb.mil/piee-landing .  Contractors must complete the on-line registration available at the website in order to retrieve documents displayed there. 

       (g)   Invoice: Procedures-

All invoices shall be submitted electronically to DFAS Columbus via Wide Area WorkFlow (WAWF) in accordance with DFARS clause 252.232-7003, Electronic Submission of Payment Requests and Receiving Reports  (DEC 2018). The contract will require the type of invoice to be used as “Invoice and Receiving Report (COMBO)”.  Separate invoices shall be created for each location and service call.

The contractor must access the WAWF Vendor Tools on the DFAS website and complete the requirements to obtain an active WAWF account.  This will allow the contractors to submit invoices via WAWF so that payments can be processed electronically through EFT.

(i)            Payment: Procedures- 

               Contract payments will be processed electronically via EFT through the Defense Finance and Accounting Service (DFAS).  Prior to DFAS releasing any contract payment, the contractor must submit a proper invoice using Wide Area Work Flow (WAWF) electronic commerce.  After a proper invoice is received, a Government representative will acknowledge acceptance and receipt.  After all items are properly submitted, the contract payment will be processed via DFAS electronically.

Payment status can be obtained by checking the Misc Info Tab on your invoice in WAWF and on the MyInvoice link via Procurement Integrated Enterprise Environment  (PIEE) https://piee.eb.mil/piee-landing.

Payment Inquiries:  Payment questions can be addressed by calling DFAS – Columbus, OH Customer Service at 800-756-4571.

If you need technical assistance on WAWF, contact: Ogden Help Desk, 866-618-5988.

For additional WAWF information, see clause 252.232-7003, ELECTRONIC SUBMISSION OF PAYMENT REQUESTS AND RECEIVING REPORTS (DEC 2018).

(q)           Other Compliances:  Labor Poster Information-

Clause at 52.222-41, Service Contract Act of 1965, as amended, is applicable to the services performed under this contract.  The contractor is responsible for obtaining and posting the following publications available at http://www.dol.gov/compliance/topics/posters.htm

1.  Employee Rights on Government Contracts (WHD Publication 1313)

2.  Employee Rights under Fair Labor Standards Act (WHD Publication 1088)

3.  Equal Employment Opportunity is the Law (OFCCP 1420)

If you are unable to obtain a copy of the applicable posters at the above web site, please contact the Contract Administrator identified on page one of this award document.

52.212-5, Contract Terms and Conditions Required To Implement Statutes or Executive Orders-Commercial Products and Commercial Services (MAY 2022) applies to this acquisition.

Additional Provisions, Contract Requirements, and Terms and Conditions

PROVISIONS AND CLAUSES INCORPORATED BY REFERENCE

52.203-3

Gratuities

APR 1984

52.203-6 Alt I

Restrictions on Subcontractor Sales to the Government  Alternate I (NOV 2021)

JUN 2020

52.203-12

Limitation on Payments to Influence Certain Federal Transactions

JUN 2020

52.203-19

Prohibition on Requiring Certain Internal Confidentiality Agreements or Statements

JAN 2017

52.204-4

Printed or Copied Double-Sided on Postconsumer Fiber Content Paper

MAY 2011

52.204-7

System for Award Management

OCT 2018

52.204-10

Reporting Executive Compensation and First-Tier Subcontract Awards

JUN 2020

52.204-13

"Contractor Code of Business Ethics and

Conduct"

OCT 2015

52.204-19

Incorporation by Reference of Representations and Certifications.

DEC 2014

52.204-23

Prohibition on Contracting for Hardware, Software, and Services Developed or Provided by Kaspersky Lab and Other Covered Entities

NOV 2021

52.204-25

Prohibition on Contracting for Certain Telecommunications and Video Surveillance Services or Equipment

NOV 2021

52.209-6

"Protecting the Government's Interest when Subcontracting with Contractors Debarred, Suspended or Proposed for

Debarment"

OCT-2015

52.209-10

Prohibition on Contracting with Inverted Domestic Corporations

NOV 2015

52.212-1

"Instructions to Offerors – Commercial Items"

OCT-2018

52.212-4

"Contract Terms and Conditions -Commercial Items"

OCT-2018

52.219-8

Utilization of Small Business Concerns

OCT 2018

52.219-28

"Post Award Small Business Program Representation"

JUL-2013

52.222-3

Convict Labor

JUN 2003

52.222-21

Prohibition of Segregated Facilities

APR 2015

52.222-26

Equal Opportunity

SEP 2016

52.222-37

Employment Reports on Veterans

JUN 2020

52.222-40

Notification of Employee Rights Under the National Labor Relations Act

DEC 2010

52.222-41

Service Contract Labor Standards

AUG 2018

52.222-43

Fair Labor Standards Act and Service Contract Labor Standards- Price Adjustment (Multiple Year and Option Contracts)

AUG 2018

52.222-50

Combating Trafficking in Persons

DEC 2021

Combating Trafficking in Persons

JAN 2019

52.222-55

Minimum Wages Under Executive Order 13658

DEC 2015

52.222-62

Paid Sick Leave Under Executive Order 13706

JAN 2017

52.223-3

Hazardous Material Identification and Material Safety Data

JAN 1997

52.223-5

“Pollution Prevention and Right-to-Know Information”

MAY 2011

52.223-10

Waste Reduction Program

MAY 2011

52.223-18

Encouraging Contractor Policies to Ban Text Messaging While Driving

JUN 2020

52.225-13

Restrictions on Certain Foreign Purchases

FEB 2021

52.232-17

Interest

MAY 2014

52.232-18

Availability of Funds

APR 1984

52.232-33

Payment by Electronic Funds Transfer--System for Award Management

OCT 2018

52.232-40

Providing Accelerated Payments to Small Business Subcontractors

DEC 2021

52.233-3

Protest After Award

AUG 1996

52.233-4

Applicable Law for Breach of Contract Claim

OCT 2004

52.237-1

Site Visit

APR 1984

52.237-2

Protection of Government Buildings, Equipment, and Vegetation

APR 1984

52.244-2

Subcontracts

OCT 2010

252.201-7000

Contacting Officer’s Representative

SEPT 2011

252.203-7000

Requirements Relating to Compensation of Former DoD Officials

SEPT 2011

252.203-7002

Requirement to Inform Employees of Whistleblower Rights

SEPT 2013

252.203-7005

Representation Relating to Compensation of Former DoD Officials

NOV 2011

252.204-7004 

Level I Antiterrorism Awareness Training for Contractors

FEB 2019

252.204-7008

Compliance with Safeguarding Covered Defense Information Controls

OCT 2016

252.204-7012

Safeguarding Covered Defense Information and Cyber Incident Reporting

DEC 2019

252.204-7015

Notice of Authorized Disclosure of Information for Litigation Support

MAY 2016

252.209-7004

Subcontracting with Firms That Are Owned or Controlled by The Government of a Country that Is A State Sponsor of Terrorism

MAY 2019

252.216-7009

Allowability of Legal Costs Incurred in Connection with a Whistleblower Proceeding

SEP 2013

252.223-7008

Prohibition of Hexavalent Chromium

JUN 2013

252.225-7001

Buy American And Balance of Payments Program

MAR 2022

252.225-7002

Qualifying Country Sources as Subcontractors

MAR 2022

252.225-7012

Preference for Certain Domestic Commodities

APR 2022

252.225-7048

Export-Controlled Items

JUN 2013

252.226-7001

"Utilization of Indian Organizations, Indian Owned Economic Enterprises, and Native Hawaiian Small Business

Concerns"

 SEP 2004

252.232-7010

Levies on Contract Payments

DEC 2006

252.239-7001

Information Assurance Contractor Training and Certification

JAN 2008

252.243-7001

Pricing of Contract Modifications

DEC 1991

252.243-7002

Requests for Equitable Adjustment

DEC 2012

252.244-7000

Subcontracts for Commercial Items

JUN 2021

252.245-7001

Tagging, Labeling, and Marking of Government-Furnished Property

APR 2012

252.245-7002

Reporting Loss of Government Property

APR 2012

252.245-7003

Contractor Property Management System Administration

APR 2012

252.245-7004

Reporting, Reutilization and Disposal

APR 2012

252.247-7023

Transportation of Supplies by Sea

FEB 2019

CLAUSES INCORPORATED BY FULL TEXT

Offeror shall include a completed copy of the provision at 52.204-20, Predecessor of Offeror (AUG 2020), with its offer.

Offeror shall include a completed copy of the provision at 52.204-24, Representation Regarding Certain Telecommunications and Video Surveillance Services or Equipment (NOV 2021), with its offer.

Offeror shall include a completed copy of the provision at 52.204-26, Covered Telecommunications Equipment or Services--Representation (OCT 2020), with its offer.

Offeror shall include a completed copy of the provision at 52.209-11, Representation by Corporations Regarding Delinquent Tax Liability or a Felony Conviction under any Federal Law (FEB 2016), with its offer.

Offeror shall include a completed copy of the provision at 52.219-28, Post-Award Small Business Program Representation (Sep 2021), with its offer.

52.209-7 Information Regarding Responsibility Matters (OCT 2018)

52.217-8 Option to Extend Services (NOV 1999)

52.217-9 Option to Extend the Term of the Contract (MAR 2000)

•  (a) 30 days; 60 days
•  (b) If the Government exercises this option, the extended contract shall be considered to include this option clause.
•  (c) 60 months

52.219-6 (DEV) "Notice of Total Small Business Set- Aside (Deviation 2019-O0003)" (JAN 2019)

52.222-35 Equal Opportunity for Veterans (JUL 2015)

52.222-36 Equal Opportunity for Workers with Disabilities (JUL 2014)

52.222-42 Statement of Equivalent Rates for Federal Hires (MAY 2014)

• Wage Determination No.: 2015-5475

Revision No.: 18

Date of Last Revision: 09/01/2022

• Wage Determination No.: 2015-5603

Revision No.: 20

Date of Last Revision: 06/27/2022

• Wage Determination No.: 2015-5629

Revision No.: 19

Date of Last Revision: 07/26/2022

• Wage Determination No.: 2015-5473

Revision No.: 18

Date of Last Revision: 09/01/2022

• Wage Determination No.: 2015-5719

Revision No.: 18

Date of Last Revision: 09/01/2022

52.222-4503 Consolidated Wage determination (FEB 2011)

52.228-4500 Liability to Third Persons

52.228-4501 "Vehicle Operation, Registration and Insurance"

52.233-2 Service of Protest (SEP 2006)

• (a) Evelyn Settles
• Director, Acquisition Management

Defense Commissary Agency

ATTN: CCQS

1300 E Avenue

Fort Lee, Virginia 23801-1800

• (b) The copy of any protest shall be received in the office designated above within one day of filing a protest with the GAO.

52.252-1 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

• https://acquisition.gov/browse/index/far
• https://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html

52.252-2 SOLICITATION PROVISIONS INCORPORATED BY REFERENCE (FEB 1998)

• https://acquisition.gov/browse/index/far
• https://www.acq.osd.mil/dpap/dars/dfarspgi/current/index.html

52.252-6 Authorized Deviations in Clauses (NOV 2020)

• Defense Federal Acquisition Regulation (48 CFR Chapter 2)

252.211-7007  Reporting of Government-furnished Property (AUG 2012)

252.215-7008  Only One Offer (JUL 2019)

252.232-7003  Electronic Submission of Payment Requests and Receiving Reports (DEC 2018)

252.232-7006 Wide Area Workflow Payment Instructions (DEC 2018)

HQCKM5 – Yuma MCAS Commissary

HQCKM6 – China Lake Commissary

HQCKLP – Edwards AFB Commissary

HQCKLQ – Fort Irwin Commissary

HQCKMD– Twentynine Palms Commissary

HQCKLB – Davis Monthan Commissary

HQCKLC – Fort Huachuca Commissary

Routing Data Table*

Field Name in WAWF

Data to be entered in WAWF

Pay Official DoDAAC

 HQ0866

Issue By DoDAAC

 HQC004

Admin DoDAAC**

 HQC004

Inspect By DoDAAC

 SEE ITEM 2 ABOVE

Ship To Code

 SEE ITEM 2 ABOVE

Ship From Code

 N/A

Mark For Code

 N/A

Service Approver (DoDAAC)

 SEE ITEM 2 ABOVE

Service Acceptor (DoDAAC)

 SEE ITEM 2 ABOVE

Accept at Other DoDAAC

 N/A

LPO DoDAAC

 N/A

DCAA Auditor DoDAAC

 N/A

Other DoDAAC(s)

 N/A

252.232-7007 Limitation of Government's Obligation (APR 2014)

IMPORTANT INFORMATION FREEDOM OF INFORMATION ACT (FOIA)

SOLICITATION AND CONTRACTS FOIA AND POSTING NOTICE

Any award(s) resulting from issuance of this solicitation or quote may be posted in the DeCA Freedom of Information Act (FOIA) electronic reading room at www.commissaries.com.  The posting will contain the total contract award amount, as well as any awarded individual contract line item pricing (CLIN and Sub-CLIN).  Unexercised option prices will not be published.

In compliance with the provisions of Executive Order 12600, the contract holder may identify to the agency FOIA Officer (foia@deca.mil), within 21 calendar days of the contract award date, any information contained in the contract that it deems to be confidential commercial information.  The FOIA officer will review the submission and contact the contract holder with a decision.  Failure to identify any such information will be interpreted by the Agency as the contract holder having no such information to identify or withhold from posting in the FOIA electronic reading room.

The postings typically take place at a minimum of two distinct points; upon the initial award of the contract and then again after the final option period has been exercised.  However, should a FOIA request for the contract be received in the interim, the contract may be reposted including any awarded contract pricing up to the date of the FOIA request. Unexercised option prices will not be published.

This action is being taken to ensure contract award information is available to the general public, as it was in the past, pursuant to the President’s January 21, 2009 memorandum regarding the Freedom of Information Act (FOIA).

Defense priorities and Allocating System (DPAP) is not applicable to this solicitation.

Please ensure all information requested is included.  Information will be posted to Contract Opportunities: https://sam.gov/content/opportunities. All future information about this acquisition, including amendments, and cancellations will also be distributed through this site.  Interested parties are responsible for monitoring this site to ensure they have the most up-to-date information about this solicitation.

Vendors shall submit quotes and direct questions pertaining to this solicitation to  Richard Boehm via email at richard.boehm@deca.mil. Quotes MUST be good for 90 calendar days after close. Question(s) must be received by 10:00 AM EST on April 17, 2023.

The completed solicitation package must be returned no later than 4:00 p.m. Eastern Standard Time (EST) on Apr 24 2023.

PERFORMANCE WORK STATEMENT (PWS)

Maintenance and Repair of MFP Equipment

1 Introduction

Maintenance and repair of MFP equipment at various (DeCA locations.

1. 1. Scope

Provide PM and unscheduled repair of MFP equipment, as identified, located at DeCA commissaries.

1.2 Definitions

A. Contractor: The party to a contract who is responsible for providing the contracted services.

B. Material(s)/Part(s): Includes all items which enable the equipment listed to operate IAW manufacturer's recommendations.  Such items may include but are not limited to: Central Processing Units (CPU), chains, belts, hoses, horizontal slicer blades and various fluids part(s) or material(s). Replacement material(s) shall be OEM compliant, new out of the box, which will allow warranty to stay intact.

C.  Trip charge shall be defined as the round-trip travel needed to complete a service call from the home office or service center whichever is closest to the commissary and return to the home office or service center. Contractor may bill for a trip charge for calls made by the stores for estimates that do not ultimately result in a repair. Trip charges shall be firm fixed price and do not apply to PM services.

D.  Preventive Maintenance:  Scheduled PM procedures consist of a complete operational check and service of designated equipment to ensure it is maintained in its intended operating condition according to the attached PM checklist.  Labor and supply (lubricants, consumables, bench stock) costs incurred by the contractor in performing PM shall be included in the scheduled PM cost and shall not be charged or reimbursed separately. 

E.  The PM process may result in the identification of components which require repair or replacement due to wear and tear, safety, or imminent failure.  All labor and repair parts for additional repairs, as identified during the PM process shall be reported to the store and handled in the same manner as repair parts procedures in Section 3 of this PWS.

F.  MFP Equipment: For coverage purposes this Performance Work Statement will cover the following types of equipment:

Repair and PM:

• Saw, meat, band type, DeCA Commissary Equipment Description (CED) 1M18.
• Mixer / Grinder Systems, Single, DeCA CED 1M20-A.
• Mixer / Grinder Systems, Tandem DeCA CED 1M20-B.
• Mixer / Grinder, Industrial, DeCA CED 1M20-HV.
• Oven, rotary, roll-in, single rack, electric, DeCA CED 1B12-A.
• Oven, rotary, roll-in, single rack, gas, DeCA CED 1B12-B.
• Oven, mini-rotary, with proofer, DeCA CED 1B15.
• Oven, roll in rack, double rack, electric, DeCA CED 1B13-A
• Oven, roll in rack, double rack, gas, DeCA CED 1B13-B

Repair Only:

• Rotisserie oven, DeCA CED 1D09.

• Conveyor, meat, portable, inclined, DeCA CED 1M10.
• Chopper, meat, table model, DeCA CED 1M14.
• Molder / bulker, meat, attachment, DeCA CED 1M16.
• Tenderizer, meat, table model, DeCA CED 1M34.
• Horizontal slicer, meat cleaver, DeCA CED 1M37.
• Slicer, meat, automatic, DeCA CED 4SMA.
• Proofer, roll-in, one door, DeCA CED 1B20-A.
• Proofer, roll-in, two door, DeCA CED 1B20-B.

Not all equipment types listed will be at each location.

                                         

Quantities are only provided for items that require PM.  This is done since PMs are provided on a regular basis at a Firm Fixed Price.  A contract modification is required to change the equipment quantity for each store.  Contractor will assume full financial responsibility for PMs performed on equipment above totals listed on the equipment inventory attachment provided (see Attachment A). 

Quantities for equipment requiring repair only are not provided.  As long as the equipment count matches the count in the contract, repairs are authorized.

1.3 Key Government Positions

A. Contracting Officer (KO): An individual with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.  The term includes certain authorized representatives of the contracting officer acting within the limits of their authority as delegated by the contracting officer.

The KO for this contract is shown on page 1 of the contract.

B. Contracting Officer's Representative (COR): An individual designated and authorized in writing by the contracting officer to perform specific technical or administrative functions. When the term COR is used elsewhere in this contract, it means the COR as designated by the Contracting Officer.

C. Store Director (SD): An individual responsible for overall commissary operations.  When the term SD is used elsewhere in this contract, it means the SD personally or the Acting SD.

D. Equipment Maintenance Team (EMT): A Group responsible for administrative work primarily concerned with analyzing, developing, evaluating, or promoting improvements in the policies, plans, methods, procedures, systems, or techniques of an equipment/maintenance program.

The Headquarter (HQ) EMT for this contract are:

DeCA HQ Equipment Maintenance Team, EquipmentMaintenanceTeamMembers@deca.mil

1. General Requirements

Contractor shall provide labor, supervision, equipment, tools, materials, parts, transportation of employees, permits and other items to perform the various services as identified in this PWS.  The contractor shall have access to current technical manuals required to perform the services as stated in this PWS.

At time of award and throughout the duration of this contract, the contractor shall ensure that contractor personnel completely understand the requirements of this PWS.  Contractor service technicians shall have certification(s) to service all equipment covered in this PWS and must provide evidence of such certification(s) if requested by the Contracting Officer or COR.  Service technicians shall have a sound mechanical aptitude, ability, and an extensive working knowledge of troubleshooting, diagnosing, and repairing of the equipment included in this PWS.

2.1 Non-Personal Services

The government shall neither supervise contractor employees, nor control the method by which the contractor performs the required tasks.  Under no circumstances shall the government assign tasks to, or prepare work schedules for individual contractor employees.  It shall be the responsibility of the contractor to manage its employees and to guard against any actions that are of the nature of personal services, or give the perception of personal services.  If the contractor believes that any actions constitute, or are perceived to constitute personal services, it shall be the contractor's responsibility to notify the KO immediately.

2.2 Business Relations

The contractor shall work to integrate and coordinate activities needed to execute the requirements of this PWS with the COR and with the HQ EMT as dictated in section 3.  The contractor shall manage the timeliness, completeness and problem identification of equipment issues.  The contractor shall provide corrective action plans, submit quotes, monitor timely identification of issues, and the management of subcontractors if required.  The contractor shall seek to ensure customer satisfaction and present a professional and ethical business behavior.

2.3 Contract Administration and Management

The following subsections specify requirements for contract, management and personnel administration.

2.3.1 Contract Management

The contractor shall establish clear organizational lines of authority and responsibility to ensure effective management of the resources assigned to the requirement.  The contractor must maintain continuity between the support operations at corresponding DeCA locations, the headquarter level and the contractor's corporate offices.

2.3.2 Contract Administration

The contractor shall establish processes and assign appropriate personnel resources to effectively administer the requirements of this contract.  The contractor shall respond to government requests for contractual actions within the time constraints as dictated in section 3. The contractor shall have a single Point of Contact (POC) identified between the government and contractor assigned to support this contract.  The contractor shall assign/direct the work effort and maintain proper and accurate time keeping records of personnel assigned to work on this requirement.  The contractor shall ensure DeCA email addresses are readily available to prevent any loss or delay in communications. 

2.4 Subcontract Management

The contractor shall be responsible and accountable for subcontractor performance on this requirement.  The prime contractor shall manage work distribution to ensure there are no Organizational Conflict of Interest (OCI) considerations. Contractors shall notify the KO prior to adding subcontractors to their team.

2.5 Contractor Personnel

The following subsections specify requirements for contractor personnel.

2.5.1 Personnel Training

The contractor shall accomplish the assigned work with qualified personnel with appropriate combinations of education, training, and experience.

2.5.2 Consumption or Use of Government Property

The contractor shall not permit contractor personnel to consume or use government-owned resale items or any government-owned equipment or supplies that are not specifically provided for contractor use under this contract.

2.5.3 Use of Alcoholic Beverages/Drugs

The contractor shall not permit contractor employees to work under the influence of alcoholic beverages, cannabis, illegal drugs, or controlled substances.  Contractor personnel are prohibited from using alcoholic beverages, cannabis, illegal drugs or controlled substances while on-duty.

2.5.4 Removal of Employees for Cause

The contractor shall immediately bar a contractor employee(s) for the following actions:  deliberate destruction or mishandling of government, patron or vendor property; theft; use of alcoholic beverages; cannabis, illegal drugs or use of controlled substances; performance of work in other than a skillful manner; displaying disruptive/unacceptable behavior (e.g., abusive, demeaning, foul or threatening language and/or fighting) and willful violations of safety standards by contractor personnel. Removal of any employees for such cause shall not constitute a valid basis for non-performance of contract services or a claim for additional compensation. The contractor shall provide written notification to the KO regarding this action.

2.5.5 Installation Access

The contractor shall be responsible for obtaining installation access as required for all contractor employees authorized to work at the site specifically for this contract.  Any government furnished identification shall be returned to the government when the contractor employee no longer works for the contractor at this installation or at the end of the contract, whichever comes first.  Military, retired or dependent identification cards are not authorized for use as a means to access the base for performance on this contract.  Additionally, see Federal Acquisition Regulation (FAR) Clause 52.204-9.

2.5.6. Denial of Installation Access

Contractor employees may be denied access to the military installation by the installation law enforcement officials if it is determined that such entry may be contrary to good order, discipline or the security of the installation.  The installation may bar contractor employees from entering the military installation under the provisions of Title 18, United States Code Section 1382.

2.5.7. Motor Vehicle Registration

Prior to commencing work, contractor employees shall register their vehicles in accordance with (IAW) the installation motor vehicle registration regulations.

2.5.8. Parking

The contractor’s employees shall park only in areas designated by the SD or COR.

2.5.9. Shopping Privileges

Contractor employees who are authorized to make purchases in commissaries shall show appropriate identification before purchasing commissary items and shall immediately remove the item(s) purchased from the commissary through the main exit door.  Contractor employees with commissary privileges shall shop in the commissary only when they are off-duty.  Contractor personnel with commissary privileges shall not purchase merchandise for consumption by other personnel or organizations not authorized to shop in the commissary.

2.5.10 Identification of Contractor Personnel

Contractor personnel shall be easily recognizable by wearing distinctive clothing bearing the name of the company and/or company identification.  Contractor personnel shall wear required government furnished badge at all times during performance of this contract.  Contractor personnel must use Personal Protective Equipment (PPE) as required IAW OSHA 29 Code of Federal Regulations (CFR) 1910.132 to include changes thereafter.

2.6 Location and Hours of Performance

The following subsections specify requirements for location and hours of work.

2.6.1. Location of Work

The COR will provide a safe work area for the contractor to perform PM or repair services. Though on-site work is required, in the event that it is not feasible, authorization will be obtained by the COR, from the HQ EMT, who will coordinate the transfer of the equipment with DeCA Property Accountability Division (LELP).  The COR will have the vendor complete a DeCA Form 40-108 for equipment removed from the installation.  The DeCA Form 40-108 will be forwarded by HQ EMT to the appropriate POC in the property accountability branch for record keeping purposes. The contractor will notify the COR when equipment will be off-site for a duration exceeding seven (7) calendar days.  The COR will coordinate with HQ EMT if backup equipment is not readily available at the store and determine a plan of action.

2.6.2. Contractor Hours of Work

The hours of performance will be Monday through Friday, 8:00 a.m. to 5:00 p.m. local time at the store, excluding federal holidays. Refer to the Office of Personnel Management (OPM) website (http://www.opm.gov/) for a listing of federal holidays.   Hours shall be recorded and invoiced in 15-minute increments from the time the contractor enters the Commissary until the contractor exits the Commissary. 

2.6.3. Call Center

Prior to start of contract performance, the contractor will provide a phone number to the stores listed on the contract. The contractor shall respond at this phone number for service calls during hours of performance. All calls for service will be made to the call center.

2.6.4 Closing for Inclement Weather or Emergency Conditions

In the event that inclement weather or other emergency conditions force commissary closure, the COR and contractor’s POC will agree upon the method by which the contractor’s POC will receive notification about closures or delayed reporting times.  The contractor shall provide service as long as the commissary remains open.

3 Performance Requirements

The following section specifies the performance objectives and performance elements for the contract.

3.1 Perform preventive maintenance for miscellaneous food processing equipment.

Performance Standards

3.1.1. Standard:  COR shall coordinate with Contractor date/time of all PMs.

3.1.2. Standard:  COR shall coordinate date/time of initial PM with the Contractor within 15 calendar days of award.  Contractor shall complete initial PM within 30 days of contract award.

3.1.3. Standard:  PMs shall be performed quarterly on equipment IAW section 1.2 subsection D. Completed PM shall comply with federal, state and local laws, regulations, OSHA and DeCA standards. PMs shall include: labor, parts, expendables, fluids and trip charges to perform the requirements listed in the PM checklist.

3.1.4. Standard:  Repairs discovered during a PM shall be reported to the COR. Repairs costing less than $1,000, excluding trip charge, shall be approved by the COR. Repairs exceeding $1,000, excluding trip charge, shall be made with the approval from DeCA HQ Equipment Maintenance Team (EMT). COR is responsible for obtaining HQ EMT approval for all repairs exceeding $1,000, excluding trip charge and notifying the contractor upon receipt of approval.

3.1.5. Standard: Maintain cleanliness of area to include: disposal of hazardous materials IAW applicable local, state and federal regulations.  Nonhazardous materials shall be disposed of only in designated on-site area(s).

3.1.6. Standard: Provide service ticket with a PM checklist to the COR at time of PM services being rendered. Service ticket and PM Checklist shall be signed by contractor and the COR with a copy left at the location and the original to be maintained by the contractor.  The signed documents shall be attached to the invoice in Procurement Integrated Enterprise Environment (PIEE).

3.2 Repair miscellaneous food processing equipment.

Performance Standards

3.2.1. Standard:  Respond to service call and provide a signed repair quote to the COR within 16 working hours after receiving call from COR.  Repairs costing over $1,000, excluding trip charge, shall be made with the approval from DeCA HQ Equipment Maintenance Team (EMT); repairs less than $1,000, excluding trip charge, shall be approved by the COR. COR is responsible for obtaining HQ EMT approval for all repairs exceeding $1,000, excluding trip charge. No more than 3 delinquent responses per store per contract year.

3.2.2. Standard:  Contractor shall coordinate with COR date/time of all repairs.

3.2.3. Standard:  Perform approved repairs within 7 working days. Completed repairs shall comply with federal, state and local laws, regulations, OSHA and OEM standards. Contractor shall provide parts/warranty documents upon submission of service ticket.

3.2.4. Standard:  Justification for a second technician shall be in writing and approved by the DeCA HQ EMT before work is performed. COR is responsible for obtaining HQ EMT approval for a second technician.

3.2.5. Standard:  Contractor shall provide a 30-day warranty on replacement part(s) installed on the equipment.  The contractor shall repair the equipment at no additional cost to the government if same replacement part(s) fail within 30 days after maintenance has been performed.

3.2.6. Standard:  Contractor shall provide a 30-day labor warranty on repairs conducted on equipment. Additional labor, part(s) and trip charges shall not be applied for the same repair on the same piece of equipment within a 30-day period.

3.2.7. Standard: Maintain cleanliness of area to include disposal of hazardous materials IAW all applicable local, state and federal regulations.  Nonhazardous materials shall be disposed of only in designated on-site area(s).

3.2.8. Standard:  At the time of completion for each repair the service ticket shall be signed by both the COR and the contractor representative.  A copy of the signed service ticket shall be given to the COR and the original shall be maintained by the contractor. The contractor shall attach the signed service ticket to invoice in PIEE.

3.2.9. Standard:  The contractor shall not bill the Government for an additional trip charge for contractor oversights, such as responding to the service call without the tools and commonly used parts as referenced in section 1.2, subsection B.

3.2.10. Standard:  No more than 3 calls per month for repairs on one piece of equipment, except when authorized by a HQ EMT. COR is responsible for obtaining HQ EMT approval.

3.3 Provide service ticket, invoice and service history for miscellaneous food processing equipment covered by the contract.

Performance Standards

3.3.1. Standard: Furnish completed service ticket for each repair and PM provided at the time the service is rendered to the COR.  Service ticket shall be signed by both the service technician and the COR upon completion of the service.  A copy of the signed service ticket shall be left at the location and the contractor shall maintain the original copy. At a minimum, the ticket shall include:

• DeCA Location
• Service ticket number/job order number
• DeCA bar code
• Serial number
• Manufacturer
• Item Description
• Description of malfunction and work/service performed
• Labor rate, parts, and trip charges
• Date of service & time service started and ended
• Signed documents shall be attached to the invoice in PIEE

3.3.2. Standard:  Submit combo invoice and attach supporting documents to include the service ticket, PM checklist and parts receipts, in PIEE no later than seven (7) calendar days after service is rendered. 

4 Required Documentation

The contractor shall provide the required documentation as specified by the government. Delivery schedule for the following required documentation shall be completed as outlined in PWS, section 3.

                                PM Checklist (3.1.6)
                                Signed service ticket (3.1.6 and 3.2.8)
                                Warranty documents (Part(s)/Material(s)) (3.2.5)
                                PIEE Invoice (3.3.3)
 

5 Special Requirements

This section describes the special requirements for this effort.  The following sub-sections provide details of various considerations on this effort.

5.1 Safety

The contractor shall comply with applicable OSHA, DOD, DeCA and installation safety regulations.

OSHA:  https://www.osha.gov/                       

DOD:  http://www.dtic.mil/whs/directives/corres/ins1.html

DeCA: http://www.commissaries.com/inside_deca/publications/directives/directives_index.cfm

5.2 Security of Property

The contractor shall be responsible for safeguarding property while in the contractor's possession.  A government representative will designate entrances and exits for contractor personnel to use in the commissary.  At the close of each work period, the contractor shall return government equipment and materials provided for contractor’s use to the proper designated location.

5.3 Accident Reporting

The contractor shall report accidents immediately to the COR or on-duty government manager. Accidents resulting in death, traumatic injury, occupational illness or damage to government property incident to work performed under this contract shall be reported on DeCA Form 30-301 IAW DeCAM 30-17.1, Chapter 6 and Appendix E. A copy of the accident report shall be maintained by the contractor and the COR or on-duty government manager. Such notification shall be as soon as practicable, but in no case later than the next business day following the accident.

The DeCA Form 30-301 and DeCAM 30-17.1 can be found at http://www.commissaries.com/inside_deca/publications/directives/directives_index.cfm

6 Government Furnished Materials

This section describes the special requirements for this effort.  The following sub-sections provide details of various considerations on this effort.

6.1 Utilities

The government will provide the utilities necessary to perform operations required by this contract.

6.2 Telephone

The government will provide access to local telephone service (installation and surrounding community).  The local service is limited to use for official business only (government business and emergencies).

7 Environmental Requirements

The contractor shall comply with environmental requirements listed below as mandatory and referenced under paragraph 3, Performance Requirements.  The contractor shall comply with applicable OSHA, DOD, DeCA and Installation environmental regulations.

7.1 Mandatory Compliance

Lubricating oils shall be food grade and contain at least 42% bio-based content.

EQUIPMENT LIST

See attached

Attachment 1 Performace Work Statement (PWS)

Attachement 2 Excel Offeror Spreadsheet to submit pricing