dla-energy recurring maintenance & minor repair program 10 december 2010 us army corps of...
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DLA-Energy Recurring Maintenance & Minor Repair Program
10 December 2010
US Army Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
DLA-ENERGY MAINTENANCE AND REPAIR
Contract/Task Order Requirements
US Army Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
• Contract Awarded March 2010 for Recurring Maintenance and Repair services at Government fuel facilities in CONUS
• Type of Contract: Single Award, Indefinite Delivery/Indefinite Quantity (IDIQ)
• Small Business Award to POND Constructors
• Firm Fixed Price Contract, Task Orders are FFP or T&M or a combination of both
• Service and Construction, with primary focus as Services
• Base Year and Four 1-Year Option Periods• Contract value of $35M
Contract Overview US Army
Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
Contract Services
DLA-ENERGY MAINTENANCE
AND REPAIR CONTRACT
RECURRING MAINTENANCE
SERVICES
(QUARTERLY, SEMI-ANNUAL, ANNUAL)
MINOR REPAIR
&
EMERGENCY
RESPONSE
US Army Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
Recurring Maintenance/Minor Repair Services
US Army Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
Recurring Maintenance• Contractor will perform quarterly, semi-annual, and annual maintenance services IAW the basic contract PWS and the task order SOW
• Contractor will develop a final inspection/maintenance report after each scheduled maintenance visit IAW the PWS and task order SOW. Copies will be provided to facility QAE and Huntsville Center
Minor Repair/Emergency Response• Contractor will perform minor repair/emergency response services utilizing Service Order Process IAW the PWS and task order SOW
Program Benefits
• Dedicated, one-stop service • Comprehensive Maintenance Program• Increased reliability of facilities, systems and
components• Fast, 12 hour support for emergency actions• Compliance with DOD, NFPA, API standards• Ease and Flexibility of Service Orders
US Army Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
Cost Savings
• Increased efficiency of facility assets • Increased asset life• Correct problems before major breakdown occurs
with loss of service• Reduced Acquisition Cost
US Army Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
Team Members will maintain honest and open communications, share information freely, and fully utilize lines of communication.
• Corps of Engineers, Huntsville Center• Program Manager (Levi Gabre)• Contracting Officer (Earl Johnson)• Contracting Officer Representative (Levi Gabre)• Contract Specialist (Shirley Burke-Mitchell)
• Fuel Facility• Quality Assurance Evaluator
• Contractor• On-Site Work Manager/Project Manager• Staffing as needed to accomplish the negotiated FFP work
Lines of Communication US Army
Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
SinglePoint Access
DLA-ENERGY PROGRAM CUSTOMER SERVICE CENTER
PH: 256-895-1778 FAX: 256-895-1798
EMAIL: [email protected]
POND Routine Repair Call No.: 678-521-1703 POND 24-Hour Emergency Call Center:
1-800-678-8124
US Army Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
Huntsville Center
• Overall Project Management
• Overall Contract Administration
• Technical Aspects, with customer input
• Periodic reviews
• Provides Government Acceptance of Work and Submittals
• Contractor performance evaluation, with customer/facility input
Organizational Responsibilities US Army
Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
Installation/Fuel Facility
• Provide coordination and site access for the contractor
• Provide personnel to accomplish QAE responsibilities
• Participate in meetings, submittal acceptance, and contractor evaluation
• Provide surveillance of contractor’s Quality and Safety Programs
Organizational Responsibilities US Army
Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
Contractor
• Perform all contract services
• Maintain staffing levels IAW contract award
• Implement Quality Control/Safety Plans
• Participate in preparing service orders
• Be safe and cost efficient
Organizational Responsibilities US Army
Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
Quality AssuranceEvaluator
• The Quality Assurance Evaluator (QAE) will be the government’s on-site eyes and ears to ensure the work is being performed in accordance with the scope and that any T&M payments are commensurate with the work performed.
US Army Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
Quality Assurance Evaluator
• The QAE designation is in writing specifying the QAE’s responsibilities on this contract (i.e. signed QAE letter).
• Each designation remains in effect throughout the life of the contract unless revoked by the Contracting Officer.
US Army Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
QAEResponsibilities/Limitations
• QAE must carefully observe scope and limitations of his/her authority.
• Must not make any commitments or changes that will affect price, quality, quantity, delivery, or any other term or condition of the contract.
US Army Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
QAE Surveillance Responsibilities
• Maintain Program Files• Monitor Contractor activity• Report Issues to PM or CO• Verify accuracy of T&M payments• Review and approve (sign)/reject Service Orders
US Army Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
DLA-ENERGY MAINTENANCE AND REPAIR
Service Order Procedures
US Army Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
Task OrderComponents
• FFP for Recurring Maintenance
• FFP/T&M for Minor Repair/Emergency Response:
- Service Order provides rapid response to customer needs- Unique to Huntsville DLA-Energy/Medical contracts- Allows flexibility in attaching funds
US Army Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
Service Order Description
• Service Order
- One time action- Short duration (can be completed within 90 days)- Not design intensive or requiring extensive oversight- <$100K
US Army Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
Firm Fixed Price (FFP)
- Routine
- Emergency
Time and Materials (T&M)
- Emergency
Service Order Types US Army
Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
Priority Level And Response Goal US Army
Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
*Unless extension authorized in writing by CO
Priority Level Response Goal Completion Time*Routine 5 Business Days 15 Business Days
Emergency 12 Hours 72 Hours
• QAE Validates Requirement
• Contractor submits QAE signed Service Order for Technical review and Program Manager/Contracting Officer approval (Huntsville)
- For routine SOs < $2,500, PgM is the approving authority
- For routine SOs > $2,500, CO is the approving authority
- For all emergency SOs, CO is the approving authority
Service Order Authorities US Army
Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
• Include labor, materials, overtime, subcontract costs, taxes and shipping (if applicable), and prime contractor handling charges when computing amounts
• Service Order Form is used for all SOs. SO must have complete package with backup information
Service Order Calculations US Army
Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
• QAE notifies Contractor of routine repair req. (678-521-1703)
• Fill out SO Form
- QAE initiates with a SO form describing the work to be performed and sends to Contractor Work Manager
- Contractor completes cost section of form and submits to QAE
- QAE reviews and signs acceptance
Service Order Procedures US Army
Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
- Contractor emails SO Package to HNC Program Manager:
- Or Fax to 256-895-1798 (please keep in mind that faxing excludes color and degrades fine print)
- SO Package must be complete in order for the HNC team to begin the review and approval process
Service Order Procedures Cont’d US Army
Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
- Properly completed and signed SO Form
- Backup Bid Information (including subcontractor labor/materials quotes)
Service Order Package US Army
Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
• SO checked for complete package components
• Initiate and Monitor SO routing
• Return approved and signed SO to QAE and contractor
• Once repair is completed, QAE will sign SO form a second time certifying completion
HNC Service Order Procedures US Army
Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
Service OrderProcess
QAE initiates SO FormContractor Completes
Cost Section
Perform WorkContractor emails
completed SOPackage to HNC PgM
QAE reviews andsigns SO Form
HNC Review
and Authorization
US Army Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
QAE Signoff
and Invoicing
Emergency SO Procedures
- QAE notifies Contractor of emergency situation (1-800-678-8124)-Contractor arrives on-site and assesses emergency situation, and advises QAE of intended actions
- Contractor determines a Not-To-Exceed FFP/T&M Proposal to perform Emergency Service
- Contractor contacts Contracting Officer at 24-Hour Emergency Mobile Number (256-520-8185)- Contracting Officer provides verbal/written approval to commence work (No work should be performed prior to CO approval)
- As soon as practicable following emergency service call, Contractor and QAE issue govt. approved SO for exact cost of ES call
- Contractor responds to ES call within 12 hours of being notified by QAE AND completes ES action within 72 hours of CO approval (unless extension authorized in writing by CO)
US Army Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
DLA-ENERGY MAINTENANCE AND REPAIR
Contractor Oversight
US Army Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
• Monthly status reports prepared and provided by the
Contractor to Huntsville Center
• Standardized format which includes:
Status of Recurring Maintenance and Minor Repair performed at various sites
Balance of FFP/T&M funds for Service Orders
Safety Program data
Customer (facility) comments
Backup data as required
Monthly Status Reports US Army
Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
• Set up for each Task Order
• Typically includes:
- Work Performance IAW Basic Contract and Task Order
- Customer Satisfaction
- Response Time
- Monthly Progress Reporting
- Compliance with QC and Safety Plans
Contractor Metrics US Army
Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program
Questions?
Comments?
US Army Corps Of Engineers
Maintenance and
DLA-EDLA-ERepair Program