01 - Statement of Work - Holiday Trailers.pdf

STATEMENT OF WORK

FOR

HOLIDAY REFRIGERATED TRAILER

RENTALS

CONUS w/ Alaska

GENERAL: The supplier shall provide all personnel, labor, supervision, equipment, tools, parts, vehicles, and other items necessary to perform/provide/ensure the delivery/transportation/operational use of Refrigerated and Freezer trailers. The purpose for the refrigerated and freezer trailer rentals are to store frozen turkeys and other holiday food items required to be refrigerated for the upcoming holiday season at the specified commissary location. The performance start and end dates may vary at each location and are shown on the Trailer Specification Data Sheets and will be reflected on the solicitation and contract award documents. All invoices must be submitted through the Wide Area Work Flow (WAWF) system for payment. Payment instructions will be detailed within the solicitation and contract award.

Contractor shall:

1. The contractor shall be responsible for obtaining applicable installation passes and inspections for vehicles and personnel at no additional cost to the government. Contractor employees may be subject to background security checks/clearances in order to obtain credentials for passes.

2. Coordinate the delivery and pick-up of the refrigerated reefer trailer(s) with Commissary Officer or designee no later than ten (10) working days prior to start date, and three (3) working days prior to ending date of rental period. Rental period ends on the store’s requested pick-up date regardless of actual pick-up date unless a written modification is issued to extend the rental period. Contracting Office shall be included on email traffic, regarding drop-off and pick-up arrangements.

3. Diesel Refrigerated trailers shall be delivered full of fuel and contractor shall have before and after fuel readings annotated on the delivery/pick-up tickets. Contractor shall obtain signature verification of diesel fuel level from Commissary Officer or designee upon delivery and provide a copy of the delivery ticket to the signatory. (Note: Commissary Officer or designee will be responsible to assure the trailer is adequately refueled after delivery.)

4. Electric Refrigerated trailers shall be delivered with all required electrical components and connected to standard mains electric supply to ensure start up at drop off.

5. All Refrigerated trailers shall be in good working order, cleared of all debris, and includes but is not limited to, all electrical cables for hook-up, fluids, and temperature monitored upon delivery.

6. All Refrigerated trailers shall be clean and sanitize units before delivery to ensure they meet hygiene standards.

7. All Refrigerated trailers used for food must comply with regulations like the FDA's Food Safety Modernization Act (FSMA) and be NSF-certified. This ensures materials used in the interior are safe for contact with food.

8. All Refrigerated trailers shall be started up at delivery, ensuring equipment is in good working order.

9. Temperature shall be set as required by the Commissary Officer or designee.

10. The contractor shall ensure that the temperature required by the Commissary Officer or designee is achieved and maintained.

11. The contractor shall provide damage reports upon delivery and upon pickup which shall be provided and signed off by the Commissary Officer or designee. A copy of any such report shall be provided to Commissary Officer or designee prior to the delivery driver leaving the Commissary location.

12. Contractors may bill monthly for charges incurred from the first to last day of the prior month, or may bill for the full amount at the end of the rental period. The rental fee is to be fully burdened and shall include any and all costs, whether direct or indirect costs associated with any given trailer at the defined location/rental period. Additional days, if requested, or caused by DeCA, shall be billed at the Daily Overage Rate outlined in the contract. Any portion of a “day” will be considered by the Government to be one (1) full day and may be charged the full Daily Overage Rate. Any and all overage days caused by the contractor shall be coordinated with the KO by the contractor within one

(1) business day of the contractor’s knowledge of the overage in order to be billable.

13. Contractor is responsible to provide 24-hour emergency on-site repair. Emergency POC for service-related issues shall be provided to the Commissary Officer or designee prior to delivery. Qualified service repair personnel must be on-site within 24-hours of receipt of emergency call from Commissary Officer or designee. Repair(s) shall be completed within 24 hours of initial receipt of emergency phone call or a substitute trailer provided within that same 24 hours so there is no interruption of services. (“Initial receipt of emergency call” is considered the time of the initial call to the Emergency POC.) Contractor shall notify Contracting Office immediately of any repairs necessary or damage to the trailer after the Commissary Officer or designee has placed a repair and/or service call with the contractor. The Contractor shall be responsible for any costs incurred by the loss of product stored within the trailer.

a. All repairs caused by commissary negligence must be proven with documentation of proof and verified by the Contracting Office before covered for payment via modification to the contract.

b. Repairs required due to contractor negligence, or as a result of faulty equipment, shall be repaired at the expense of the contractor.

c. Any call for repair must be reported to the Contracting Office via the contract specialist or contracting officer within 24 hours of service call with an estimated cost of the repair so that funds may be secured and a modification issued to the contract.

14. Contractor shall provide an emergency response time of 2 hours after notification of an emergency call due to a malfunction of trailer and immediately begin restoration of service.