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DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance and DLA-E DLA-E Repair Program

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Page 1: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair Program

DLA-Energy Recurring Maintenance & Minor Repair Program

10 December 2010

US Army Corps Of Engineers

Maintenance and

DLA-EDLA-ERepair Program

Page 2: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair Program

DLA-ENERGY MAINTENANCE AND REPAIR

Contract/Task Order Requirements

US Army Corps Of Engineers

Maintenance and

DLA-EDLA-ERepair Program

Page 3: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 4: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 5: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 6: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair Program

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

Page 7: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 8: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 9: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 10: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 11: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 12: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 13: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 14: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 15: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 16: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 17: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair Program

DLA-ENERGY MAINTENANCE AND REPAIR

Service Order Procedures

US Army Corps Of Engineers

Maintenance and

DLA-EDLA-ERepair Program

Page 18: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 19: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 20: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 21: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 22: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair Program

• 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

Page 23: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 24: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 25: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair Program

- Contractor emails SO Package to HNC Program Manager:

[email protected]

- 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

Page 26: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 27: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 28: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 29: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair Program

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

Page 30: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair Program

DLA-ENERGY MAINTENANCE AND REPAIR

Contractor Oversight

US Army Corps Of Engineers

Maintenance and

DLA-EDLA-ERepair Program

Page 31: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 32: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair 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

Page 33: DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010 US Army Corps Of Engineers Maintenance andDLA-E Repair Program

Questions?

Comments?

US Army Corps Of Engineers

Maintenance and

DLA-EDLA-ERepair Program