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 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 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 andDLA-E Repair Program

Recurring Maintenance/ Minor Repair Services US Army Corps Of Engineers Maintenance andDLA-E Repair 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 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 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 andDLA-E Repair Program

Single Point Access DLA-ENERGY PROGRAM CUSTOMER SERVICE CENTER PH: FAX: POND Routine Repair Call No.: POND 24-Hour Emergency Call Center: 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 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 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 andDLA-E Repair Program

Quality Assurance Evaluator 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 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 andDLA-E Repair Program

QAE Responsibilities/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 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 andDLA-E Repair Program

DLA-ENERGY MAINTENANCE AND REPAIR Service Order Procedures US Army Corps Of Engineers Maintenance andDLA-E Repair Program

Task Order Components 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 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 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 andDLA-E Repair Program

Priority Level And Response Goal US Army Corps Of Engineers Maintenance andDLA-E Repair Program * Unless extension authorized in writing by CO

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 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 andDLA-E Repair Program

QAE notifies Contractor of routine repair req. ( ) 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 andDLA-E Repair Program

- Contractor s SO Package to HNC Program Manager: - Or Fax to (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 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 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 andDLA-E Repair Program

Service Order Process QAE initiates SO Form Contractor Completes Cost Section Perform Work Contractor s completed SO Package to HNC PgM QAE reviews and signs SO Form HNC Review and Authorization US Army Corps Of Engineers Maintenance andDLA-E Repair Program QAE Signoff and Invoicing

Emergency SO Procedures - QAE notifies Contractor of emergency situation ( ) -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 ( ) - 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 andDLA-E Repair Program

DLA-ENERGY MAINTENANCE AND REPAIR Contractor Oversight 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 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 andDLA-E Repair Program

Questions? Comments? US Army Corps Of Engineers Maintenance andDLA-E Repair Program