DLA-Energy Recurring Maintenance & Minor Repair Program 10 December 2010

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

2. Maintenance and DLA-E Repair Program US Army Corps Of Engineers DLA-ENERGY MAINTENANCE AND REPAIR Contract/Task Order Requirements

3. Contract Overview Maintenance and DLA-E Repair Program US Army Corps Of Engineers • 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

4. Contract Services Maintenance and DLA-E Repair Program US Army Corps Of Engineers DLA-ENERGY MAINTENANCE AND REPAIR CONTRACT RECURRING MAINTENANCE SERVICES (QUARTERLY, SEMI-ANNUAL, ANNUAL) MINOR REPAIR & EMERGENCY RESPONSE

5. Recurring Maintenance/Minor Repair Services Maintenance and DLA-E Repair Program US Army Corps Of Engineers • 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

6. 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 Program Benefits Maintenance and DLA-E Repair Program US Army Corps Of Engineers

7. Increased efficiency of facility assets Increased asset life Correct problems before major breakdown occurs with loss of service Reduced Acquisition Cost Cost Savings Maintenance and DLA-E Repair Program US Army Corps Of Engineers

8. Lines of Communication Maintenance and DLA-E Repair Program US Army Corps Of Engineers • 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

9. Maintenance and DLA-E Repair Program Single Point Access US Army Corps Of Engineers DLA-ENERGY PROGRAM CUSTOMER SERVICE CENTER PH: 256-895-1778 FAX: 256-895-1798 EMAIL: Levi.G.Gabre@usace.army.mil POND Routine Repair Call No.: 678-521-1703 POND 24-Hour Emergency Call Center: 1-800-678-8124

10. Organizational Responsibilities Maintenance and DLA-E Repair Program US Army Corps Of Engineers • 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

11. Organizational Responsibilities Maintenance and DLA-E Repair Program US Army Corps Of Engineers • 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

12. Organizational Responsibilities Maintenance and DLA-E Repair Program US Army Corps Of Engineers • 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

13. Quality Assurance Evaluator Maintenance and DLA-E Repair Program US Army Corps Of Engineers • 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.

14. Quality Assurance Evaluator Maintenance and DLA-E Repair Program US Army Corps Of Engineers • 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.

15. QAE Responsibilities/Limitations Maintenance and DLA-E Repair Program US Army Corps Of Engineers • 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.

16. QAE Surveillance Responsibilities Maintenance and DLA-E Repair Program US Army Corps Of Engineers • 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

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

18. Maintenance and DLA-E Repair Program Task Order Components US Army Corps Of Engineers • 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

19. Maintenance and DLA-E Repair Program Service Order Description US Army Corps Of Engineers • Service Order • - One time action • - Short duration (can be completed within 90 days) • Not design intensive or requiring extensive oversight • <$100K

20. Firm Fixed Price (FFP) - Routine - Emergency Time and Materials (T&M) - Emergency Maintenance and DLA-E Repair Program Service Order Types US Army Corps Of Engineers

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

22. 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 Maintenance and DLA-E Repair Program Service Order Authorities US Army Corps Of Engineers

23. 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 Maintenance and DLA-E Repair Program Service Order Calculations US Army Corps Of Engineers

24. 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 Maintenance and DLA-E Repair Program Service Order Procedures US Army Corps Of Engineers

25. - Contractor emails SO Package to HNC Program Manager: Levi.G.Gabre@usace.army.mil - 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 Maintenance and DLA-E Repair Program Service Order Procedures Cont’d US Army Corps Of Engineers

26. Properly completed and signed SO Form - Backup Bid Information (including subcontractor labor/materials quotes) Maintenance and DLA-E Repair Program Service Order Package US Army Corps Of Engineers

27. 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 Maintenance and DLA-E Repair Program US Army Corps Of Engineers

28. Service OrderProcess Maintenance and DLA-E Repair Program US Army Corps Of Engineers QAE initiates SO Form Contractor Completes Cost Section QAE reviews and signs SO Form Contractor emails completed SO Package to HNC PgM HNC Review and Authorization Perform Work QAE Signoff and Invoicing

29. Emergency SO Procedures Maintenance and DLA-E Repair Program US Army Corps Of Engineers • 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)

30. Maintenance and DLA-E Repair Program US Army Corps Of Engineers DLA-ENERGY MAINTENANCE AND REPAIR Contractor Oversight

31. Maintenance and DLA-E Repair Program Monthly Status Reports US Army Corps Of Engineers • 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

32. Maintenance and DLA-E Repair Program Contractor Metrics US Army Corps Of Engineers • 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

33. Maintenance and DLA-E Repair Program US Army Corps Of Engineers Questions? Comments?