03c_Statement of Work_UTV Service.pdf

PR #: 67100PR260037625

STATEMENT OF WORK

LAST UPDATED: 07/27/2026 PAGE 1/5

STATEMENT OF WORK (SOW)

FOR

CGSF Vehicles (UTVs) Maintenance and repair service

1.0 GENERAL

1.1 BACKGROUND

The U.S. Coast Guard Training Center (TRACEN) Cape May, located at 1 Munro Avenue, Cape May, NJ 08204, relies on its fleet of Utility Task Vehicles (UTVs) to support base security, emergency response, and mission-critical operations, including weekly graduation ceremonies. These vehicles are essential for maintaining operational readiness and ensuring the safety and security of personnel and facilities. Due to deferred maintenance since September 2024, two UTVs are currently non-mission capable, and the remaining vehicles are at increased risk of mechanical failure.

1.2 SCOPE

The purpose of this contract is to provide maintenance and repair services for the CGSF fleet of Polaris UTVs assigned to TRACEN Cape May. The contract covers restoration of non-mission capable vehicles and completion of scheduled preventative maintenance for all UTVs. All work must use original equipment manufacturer (OEM) parts and procedures to ensure reliability and operational readiness.

1.3 OBJECTIVE

The objective of this contract is to restore two non-mission capable Polaris UTVs—2020 RGR CREW XP (VIN: 4XARSU997L8923812) and 2021 RANGER 1000 (VIN: 4XATAE99XM8409288)—to fully mission-capable status through targeted repairs, as well as to complete scheduled preventative maintenance on all four CGSF UTVs assigned to TRACEN Cape May: 2020 RGR CREW XP (VIN:

4XARSU997L8923812), 2021 RANGER 1000 (VIN: 4XATAE99XM8409288), 2024 RGR CREW XP

(VIN: 4XARSU992R8076223), and 2024 RGR CREW XP (VIN: 4XARSU994R8089510). All work must be completed in accordance with OEM specifications to resolve overdue maintenance, correct mechanical deficiencies, and ensure each vehicle meets operational and safety standards for base security, emergency response, and mission support.

2.0 SPECIFIC REQUIREMENTS/TASKS

All maintenance and repairs must be performed using new, original equipment manufacturer (OEM) parts and in accordance with OEM procedures and specifications

2.1 2020 POLARIS RGR CREW XP (VIN: 4XARSU997L8923812)

Perform 100 Hour / 1000 Mile service, including:

o Replace spark plugs o Replace air filter o Replace oil filter o Replace copper washer o Replace gearcase lubricant (AGL PLUS) o Add general lubricant (PS-4) o Replace front drive fluid o As well as any other parts replacement or inspection required by the manufacturer’s 100

Hour / 1 Year service for this model.

Remove and replace the drive belt; inspect and clean clutches Flush and replace engine coolant Flush and replace front and rear brake fluid

LAST UPDATED: 07/27/2026 PAGE 2/5

Mount new front and rear tires Check for open recalls and address as needed

2.2 2021 POLARIS RANGER 1000 (VIN: 4XATAE99XM8409288)

Perform 100 Hour / 1 Year service, including:

o Replace spark plugs o Replace air filter o Replace oil filter o Replace copper washer o Replace gearcase lubricant (AGL PLUS) o Add general lubricant (PS-4) o Replace front drive fluid o As well as any other parts replacement or inspection required by the manufacturer’s 100

Hour / 1 Year service for this model.

Remove and replace the drive belt; inspect clutches Flush and replace engine coolant Flush and replace front and rear brake fluid Mount new front and rear tires

2.3 2024 POLARIS RGR CREW XP (VIN: 4XARSU992R8076223)

o Replace spark plugs o Replace air filter o Replace oil filter o Replace copper washer o Replace gearcase lubricant (AGL PLUS) o Add general lubricant (PS-4) o Replace front drive fluid o As well as any other parts replacement or inspection required by the manufacturer’s 100

Hour / 1 Year service for this model.

Remove and replace the drive belt; inspect and clean clutches

2.4 2024 POLARIS RGR CREW XP (VIN: 4XARSU994R8089510)

o Replace spark plugs o Replace air filter o Replace oil filter o Replace copper washer o Replace gearcase lubricant (AGL PLUS) o Add general lubricant (PS-4) o Replace front drive fluid o As well as any other parts replacement or inspection required by the manufacturer’s 100

Hour / 1 Year service for this model.

Remove and replace the drive belt; inspect and clean clutches

LAST UPDATED: 07/27/2026 PAGE 3/5

2.5 DISPOSAL OF PARTS AND FLUIDS

The Contractor is responsible for the proper collection, removal, and disposal of all parts, fluids, and materials replaced, removed, or otherwise utilized during maintenance and repair. Under no circumstances will used or replaced parts or fluids be returned to the Government. All disposals must comply with federal, state, and local environmental regulations.

2.6 ADDITIONAL REPAIRS

If, during inspection, disassembly, or repair of the UTV, the Contractor identifies additional repairs not included in the original quoted price, the Contractor shall notify the Contracting Officer (KO) and provide a written estimate describing the additional work, associated parts, labor, and cost. The Contractor shall not proceed with the additional repairs until receiving written authorization from the KO.

The Government is not obligated to pay for repairs or services performed without prior written authorization from the Contracting Officer.

3.0 CONTRACTOR PERSONNEL

3.1 QUALIFIED PERSONNEL

The Contractor must provide qualified personnel capable of executing OEM-standard equipment maintenance as specified in this SOW.

3.2 CONTINUITY OF SUPPORT

The Contractor must ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor must ensure that all contract support personnel are present for all hours of the workday. If for any reason the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor must provide e-mail notification to the Contracting Officer’s Representative (COR) prior to employee absence.

Otherwise, the Contractor must provide a fully qualified replacement.

3.5 EMPLOYEE IDENTIFICATION

3.5.1 Contractor employees visiting Government facilities must wear an identification badge that, at a minimum, displays the Contractor name, the employee’s photo, name, and badge expiration date.

Visiting Contractor employees must comply with all Government escort rules and requirements. All Contractor employees must identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.5.2 Contractor employees working on-site at Government facilities must wear a Government issued identification badge. All Contractor employees must identify themselves as Contractors when their status is not readily apparent (in meetings, when answering Government telephones, in e-mail messages, etc.)

and display the Government issued badge in plain view above the waist at all times.

waist at all times.

3.6 EMPLOYEE CONDUCT

Contractor’s employees must comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor must ensure Contractor employees present a professional appearance at all times and that their

LAST UPDATED: 07/27/2026 PAGE 4/5

conduct must not reflect discredit on the United States or the Department of Homeland Security. The Project Manager must ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.7 REMOVING EMPLOYEES FOR MISCONDUCT OR SECURITY REASONS

The Government may, at its sole discretion (via the Contracting Officer*), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract.

The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

4.0 OTHER APPLICABLE CONDITIONS

4.1 SECURITY

Contractor access to classified information is not currently required under this SOW.

4.2 PERIOD OF PERFORMANCE

The period of performance for this contract must not exceed 30 calendar days from the date of award.

4.3 PLACE OF PERFORMANCE

The primary place of performance will be the Contractor’s facility, provided it is located within 50 miles driving distance of United States Coast Guard Training Center Cape May, NJ. The Government will be responsible for delivering UTVs to, and picking them up from, the Contractor’s facility. No Contractor access to the base will be required.

4.4 GENERAL REPORT REQUIREMENTS

The Contractor must provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Microsoft Office Applications)

5.0 GOVERNMENT FURNISHED RESOURCES

The Government will provide only the UTVs requiring maintenance and repair to the Contractor for work required under this contract. No other Government-furnished property, facilities, equipment, supplies, or services will be provided.

6.0 CONTRACTOR FURNISHED PROPERTY

The Contractor must furnish all facilities, materials, equipment, tools, and services necessary to fulfill the requirements of this contract, except for the UTVs provided by the Government as specified in Section

5.0. All replacement parts and materials must be new and original equipment manufacturer (OEM) for the respective Polaris UTV models.

7.0 GOVERNMENT ACCEPTANCE PERIOD

The Government Technical Representative will review deliverables prior to acceptance and provide the contractor with an e-mail that provides documented reasons for non-acceptance. If the deliverable is acceptable, the Government Technical Representative will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

7.1 The Government Technical Representative will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s

LAST UPDATED: 07/27/2026 PAGE 5/5

accepted proposal. In the event of a rejected deliverable, the Contractor will be notified in writing by the Government Technical Representative of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

7.2 The Government Technical Representative will have 10 business days to review deliverables and make comments. The Contractor must have 10 business days to make corrections and redeliver.

7.3 All other review times and schedules for deliverables must be agreed upon by the parties based on the final approved Project Plan. The Contractor must be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor must work with personnel reviewing the deliverables to assure that the established schedule is maintained.