PBA Industrial Equipment Maintenance FY26

Statement of Work (SOW) / Performance Work Statement (PWS)

This document outlines the requirements for Preventative Maintenance and Repair Services for equipment within the Waste Management and Reclamation Division (WMRD) at the Pine Bluff Arsenal.

• Provide comprehensive management, tools, supplies, equipment, transportation, and labor for the maintenance and repair of WMRD equipment.

• Services include preventative maintenance, repair records management, and emergency repair services.

• Equipment to be serviced includes a wide variety of types such as shredders, drum crushers, drum washers, recycling balers, air compressors, panelboards, switchboards, and transformers.

• Work is to be performed at Pine Bluff Arsenal (PBA), located off Highway 65.

• Normal working hours are 7:00 a.m. to 4:30 p.m., Monday through Friday, with accommodations for jobs extending beyond 4:30 p.m.

• Maintenance and repair records must be complete, accurate, and maintained in both electronic and hard copy formats.

• Records must include details such as date/time of service, technician names, manufacturer, model/serial numbers, location, parts used, warranty information, and remarks on equipment condition.

• Emergency repairs will follow a tiered schedule based on response time, day of the week, and holiday involvement.

• Contractor employees must obtain required passes and badges and wear them visibly.

• Contractor personnel must conduct themselves professionally and be properly identified.

• Compliance with all applicable federal, state, and local environmental laws, statutes, regulations, and executive orders is mandatory.

• Contractor must manage hazardous waste and materials in accordance with regulations and the installation's plans.

• Adherence to Occupational Safety and Health Administration (OSHA) standards and specific PBA safety requirements is required.

• Contractor must provide qualified, factory-trained, and/or factory-certified personnel, including a designated project manager and alternate.

• A Quality Control Plan (QCP) must be implemented to identify and correct potential and actual problem areas.

• Contractor is responsible for any medical expenses incurred by their employees on-site.

• Specific DOD/Army/PBA regulations and Federal regulations related to safety, environmental protection, and traffic must be followed.

• An equipment list with preventative maintenance schedules is provided.

Form / Attachment / Pricing Sheet

This document provides detailed preventive maintenance schedules for various equipment items, likely as an attachment to a larger solicitation or contract. It outlines specific tasks and frequencies for maintaining different types of machinery.

• Item 1: Dry Type Transformers (600V and Below): Inspect for dirt, loose connections, and general condition every 6 months. Remove excessive dirt every 6 months.
• Item 2: Spectra Series / 8000 Line Motor Control Centers (MCC): Includes tasks such as removing dust, wiping bus insulators, inspecting joints and wiring, checking starter contacts, and inspecting meters and instruments, generally every 6 months. Fuse replacement is noted as every 3 months or as needed.
• Item 3: Atlas Copco Stationary Air Compressor: Maintenance includes greasing bearings annually, checking oil levels and display readings monthly, draining condensate monthly, cleaning air filters and checking coolers every 3 months, and annual checks of shut-down functions and electrical interlocks.
• Item 4: Bard Heat Pump and Air Conditioners: Replace filter every month and polish cabinet annually.
• Items 5-7: Ingersoll-Rand Air Compressors: Regular maintenance includes checking oil levels, draining condensate, and cleaning air filters monthly, with oil changes every 6 months.
• Item 8: Komar Auger Compactor: Tasks include checking material build-up, gear reducer oil levels, hopper condition, chain lubrication, and bolts every 3 months. More detailed checks and re-torquing are done every 6 months, with annual replacement of gear reducer oil.
• Item 9: SSI Rotary Shear Shredder: Lubrication of bearings and drive couplers is bi-weekly. Inspection of the cutting chamber and conveyors is also bi-weekly. System cycling is every 3 months.
• Item 10: Switchboard: Inspect for overheating and re-tighten lugs and joints every 6 months. Instructions not to open sealed breakers.
• Item 11: Komar Auger Compactor (different location): Similar maintenance to Item 8, with some tasks on bi-weekly (build-up, gear reducer oil) and monthly (hopper, chain lube) frequencies.
• Item 12: Saturn Shredder: Lubrication and checks are frequently bi-weekly. Torqueing bolts and inspecting conveyors are every 3 months. Annual tasks include changing gearbox oil and inspecting gears.
• Item 13: Shred Pax Shredders: Lubrication and inspections are monthly. Gearbox lubricant checks are every 3 months. Knife/spacer tightness and bolt checks are semi-annually. Knife hook sharpness is checked annually.
• Item 14: Heat Treat Kiln company: Washing filters every 3 months. Re-greasing motors and checking bolts every 6 months. Greasing door carriers every 6 months.
• Item 15: PII (Paper) Shredder: Cutter stack tightness and bearing lubrication are bi-weekly. Hopper and conveyor inspections are monthly. Gearbox lubricant checks are monthly. Bolts are checked semi-annually, and cutters are checked annually.
• Item 16: Marathon Drum Crusher: Lubrication and external hose checks are monthly. Functional operation checks are every 3 months. Hydraulic filter cleaning is every 6 months.
• Item 17: Baler: Dirt removal and cylinder checks are bi-weekly. Floor inspection is bi-weekly. Knife and filter replacement are monthly and every 6 months respectively.
• Item 18: Liebert Minimate 2 Control Room A/C: Filters are checked and replaced as necessary every month.
• Item 19: Komar Shredder: Machine inspection, lubrication, and bearing checks are bi-weekly. Torqueing bolts and conveyor checks are every 3 months. Hydraulic filters and fluid are changed annually.

This document is crucial for bidders to understand the maintenance requirements associated with the equipment if they are to be responsible for its upkeep as part of a contract. It details the scope of preventive maintenance, frequency of tasks, and specific procedures, which can impact resource allocation, staffing, and overall cost proposals.

Form / Attachment / Pricing Sheet

This document is a Contract Data Requirements List (CDRL) that specifies the data items required from the contractor. It outlines the "Maintenance and Repair Record" (Data Item No. 001) as a deliverable.

• Data Item Title: Maintenance and Repair Record
• Authority: DI-MGMT-80995A
• Contract Reference: PWS II.1
• Requiring Office: JMPB-PWE
• Delivery: Delivered after completion of maintenance or repair work.
• Required Information: The record must include the date and time of service, names of servicing technicians, manufacturer, model and serial numbers of equipment, identification nomenclature, equipment location, details of parts and materials used (including warranty information and replacement part numbers/brands), and a description of the work performed.

This CDRL details a specific data deliverable required under the contract. Bidders should note the comprehensive information required for maintenance and repair records, as this will impact their proposal preparation and contract execution if awarded. It specifies the format and content expected for reporting maintenance activities.

Form / Attachment / Pricing Sheet

This document is an Excel spreadsheet containing a pricing matrix for the "Industrial Equipment Maintenance" item under RFP # W519TC-25-Q-A044. It details the pricing structure for a base year and two option years.

• Base Year: Includes CLINs for Preventative Maintenance and Repair Services, Call-Out Services (Scenarios #1-4) with specified labor categories and hours, Parts, CMR, and CDRLs. All listed prices are 0.0.
• Option Year 1: Mirrors the structure of the Base Year, with all listed prices at 0.0.
• Option Year 2: Also mirrors the structure of the Base Year, with all listed prices at 0.0.
• Labor categories include ELECTRONICS TECHNICIAN MAINTENANCE III & I, MACHINERY MAINTENANCE MECHANIC, and MACHINIST, MAINTENANCE.
• The "TOTAL EVALUATED PRICE" is listed as 0.0.

This pricing matrix outlines the expected cost breakdown for industrial equipment maintenance services. Bidders should use this template to provide their pricing for the base year and option years, detailing labor rates, hours, and other associated costs. Note that all provided values in the document are 0.0, indicating this may be a template for bidders to fill in their specific pricing. Bidders must carefully review and complete this matrix accurately as part of their proposal submission.

Solicitation / RFP / RFQ

This is a Request for Quote (RFQ) for Industrial Equipment Maintenance services at Pine Bluff Arsenal (PBA), Arkansas. The U.S. Army Contracting Command - Rock Island Arsenal is issuing this RFQ to procure scheduled and unscheduled maintenance for industrial equipment.

• Preventative Maintenance and Repair Services

• Emergency Call-Out Services (multiple scenarios with varying response times and call windows)

• Parts Time and Material

• Contractor Manpower Reporting

• Contract Data Requirements List (CDRL) items including Maintenance and Repair Records, Required Certifications, Accident Reports, and Quality Control Plans.

• Contract Type: Time and Material (T&M) and Firm Fixed Price (FFP).

• Period of Performance: One base year and two one-year option periods.

• Estimated Value: Not explicitly stated, but the NAICS size standard is $12,500,000.00.

• Quotes are due by May 12, 2026, at 1300 CT.

• Proposals must be "all or none"; partial quotes will not be accepted.

• Offerors must provide a completed Price Matrix (Attachment 0002).

• Offerors must provide a capability statement demonstrating experience, including at least two relevant project references.

• The award will be made to the responsive and responsible contractor with the lowest price.

• This procurement is a 100% small business set-aside.

• Contractors must be registered in the System for Award Management (SAM.gov).

• The Performance Work Statement (PWS) is provided as Attachment 0001.

• Several other attachments are listed, including pricing matrices, maintenance lists, and CDRLs.

• Questions must be submitted by April 28th, 2026.

• Invoicing will be processed via Wide Area Workflow (WAWF).

Form / Attachment / Pricing Sheet

This document is a "Preventive Maintenance Contractor Schedule for Incinerator Complex." It details a comprehensive list of maintenance tasks for various equipment, including air compressors, heat pumps, air conditioners, shredders, balers, drum crushers, and motor control centers. The schedule specifies the frequency (e.g., daily, weekly, monthly, annually) for each maintenance activity.

• Equipment Identification: Each item is clearly labeled with the type of equipment (e.g., ATLAS COPCO STATIONARY AIR COMPRESSOR, SSI Rotary Shear Shredder).
• Maintenance Tasks: Specific actions are listed for each equipment item, such as lubricating bearings, checking oil levels, cleaning filters, inspecting for leaks, and greasing components.
• Frequency: The schedule indicates how often each task should be performed (e.g., Daily, Monthly, Bi-weekly, Every 3 Months, Annually).
• Special Notes: Some items include specific instructions or notes, such as "This section is to be performed by a certified electrician" or "DO NOT open sealed breaker or trip units."

This document is crucial for bidders as it outlines the expected preventive maintenance requirements for the equipment associated with the incinerator complex. Understanding these requirements is essential for developing accurate proposals, estimating labor and material costs, and demonstrating the capability to maintain the specified equipment to the required standards. It provides insight into the operational environment and the level of detail expected in maintenance planning.

Form / Attachment / Pricing Sheet

This document is a Contract Data Requirements List (CDRL) that specifies data items to be delivered by the contractor under the contract. It outlines the specific data requirements, their format, frequency of submission, and other relevant details.

• Data Item Number and Title: Identifies specific data deliverables (e.g., Contractor's Personnel).
• Authority: Cites the document authorizing the data acquisition (DI-MGMT-81834).
• Contract Reference: Links the data requirement to a specific section of the Performance Work Statement (PWS IV.4).
• Remarks: Provides crucial details for bidders:
  • Contractor must provide qualified, factory-trained/certified personnel.
  • A project manager and alternate must be designated within 10 working days of award.
  • Contractor must submit an estimate of personnel usage prior to contract start.
  • Names, addresses, and phone numbers of the project manager and alternate are required within 10 working days of award.
  • Ten (10) working days advance notice is required for any change in project manager or alternate.
  • A list of personnel and proof of training/certification must be provided within 10 days of award.
  • For new personnel, certifications must be provided at least 10 days before work begins.

This CDRL highlights critical personnel and administrative requirements that bidders must be prepared to meet. It emphasizes the need for qualified staff, clear project management, and timely submission of personnel-related documentation. Bidders should carefully review the remarks section to understand these obligations, which will impact proposal preparation and contract execution.

Form / Attachment / Pricing Sheet

This document is a Contract Data Requirements List (CDRL) that specifies data items to be delivered by the contractor. It outlines requirements for reporting accidents, damage, and other relevant data.

• Data Item No. 003: Accident/Damage Reports.
• Authority: DI-MGMT-82188.
• Contract Reference: PWS IV.3 paragraphs g and h.
• Reporting Requirements:
  • Report exposure data, accidents resulting in death, trauma, or occupational disease to the KO within 4 hours of notification.
  • Report injuries/illnesses or incidents that may have caused injury or illness to PBA Safety within 2 hours of contractor receiving notification.
  • Submit a full report of damage to Government property and/or equipment by contractor employees to the KO within 4 hours of the occurrence.
  • Report all damage reports to PBA Safety within 2 hours of the contractor receiving notification.
• Frequency: As required (ASREQ).
• Submission: Draft and Final copies required.

This CDRL details specific reporting obligations for accidents and damage to Government property. Bidders should review these requirements to understand their responsibilities and associated costs for reporting, which may impact proposal preparation and contract performance.

Form / Attachment / Pricing Sheet

This document is a Contract Data Requirements List (CDRL) that specifies the "Quality Control Plan (QCP)" as Data Item Number 004. It outlines the requirements for the contractor to implement and maintain a quality control system throughout the contract.

• Data Item Number: 004
• Title: Quality Control Plan (QCP)
• Authority: DI-QCIC-81794
• Contract Reference: PWS Section V
• Requiring Office: JMPB-PWE
• Frequency: As Required (ASREQ)
• First Submission: Within 5 days prior to contract start date, provided at the pre-performance post-award conference.
• Subsequent Submissions: Three updated/revised copies to the Contracting Officer 5 working days prior to any planned change (subject to Government acceptance).

Bidders must understand that a comprehensive Quality Control Plan is a required deliverable. The plan must identify and correct potential and actual problem areas. Key aspects of the required QCP include:

• Independence from other contractor organization parts.
• Direct accountability to top management.
• Methods for communication with the Government regarding performance.
• Processes for corrective action without Government direction.
• Specific surveillance techniques for contract services.
• A customer complaint feedback system.
• Maintenance of quality control checks and corrective action records.
• Oversight of project management and administration.

This CDRL indicates that the Quality Control Plan is a critical component of the contract and will be reviewed and accepted by the Government.