2.2.1 Attachment A Performance Work Statement_2023-07-18 Final.pdf

04/17/2023 MOD:

Department of Homeland Security (DHS)

Federal Emergency Management Agency (FEMA)

PERFORMANCE WORK STATEMENT (PWS)

Vehicle and Equipment Maintenance for the Continental

United States (CONUS) National Fleet Equipment (CNFE)

04/17/2023

Table of Contents

PART 1: GENERAL INFORMATION

1.1 Purpose

1.2 Background

1.3 Scope

1.4 Period of Performance

1.5 Hours of Operation

1.6 Place of Performance

1.7 Federal Holidays

1.8 Security Requirements

1.8.1. Unauthorized Disclosure of Classified or Unclassified Information

1.8.2. Operational Security (OPSEC) Training

1.8.3. Insider Threat Training

1.8.4. Background Investigations

1.8.5. Foreign Travel and Government-Issued Equipment

1.8.6. Background Investigations

1.8.7. Facility Access

1.9 Physical Security

1.10 Key Control (If applicable)

1.11 Lock Combinations (If applicable)

1.12 Post Award Conference/Periodic Progress Meetings

1.13 Personnel

1.13.1 General Requirements

1.13.2 Key Personnel

1.14 Identification of Contractor Employees

1.15 Contractor Local Travel

PART 2 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

2.1 Furnished Property

2.2 Information Sharing

2.3 Facilities

2.4 Utilities

2.5 Services

2.5.1 Preventative Maintenance Schedule

2.5.2 Priority of Work

2.6 Equipment

PART 3 CONTRACTOR FURNISHED PROPERTY AND SERVICES

3.1 Furnished Property

3.2 Bio-Preferred Program

3.2.1 Mandatory Purchasing

3.2.2 Bio-based Products

3.2.3 Bio-based Products List

3.3 Facilities

3.4 Utilities

3.5 Storage

3.6 Warranty

3.7 Safety

3.7.1 Hazardous Materials (HAZMAT) and Environmental Control Plan (Deliverable #13)

3.7.2 Safety Plan (Deliverable #14)

3.8 Quality Control Plan (Deliverable #20)

PART 4 - SPECIFIC TASKS

4.1 Labor (CLIN 0001, 1001, 2001, 3001, and 4001)

4.2 Scheduled Preventative Maintenance and Repair (CLIN 0002, 1002, 2002, 3002, and 4002)

4.3 DOT Inspections (CLIN 0003, 1003, 2003, 3003, and 4003)

4.4 Recovery of Assets (Towing)

4.5 Database

4.6 Work Order

4.7 Contractor Manpower

4.8 Reports

4.8.1 Weekly Log

4.8.2 Monthly Invoice

4.8.3 Subcontractor Invoices

4.8.4 Final Billing

4.8.5 Transition of Services

PART 5 APPLICABLE PUBLICATIONS

5.1 Applicable Publications (Current Editions)

PART 6 ATTACHMENT/TECHNICAL EXHIBIT LISTING

6.1 Technical Exhibit 1: Performance Requirements Summary

6.2 Technical Exhibit 2: Deliverables Schedule

PART 7: SAFEGUARDING OF SENSITIVE INFORMATION (MAR 2015)

PART 8: INFORMATION TECHNOLOGY SECURITY AND PRIVACY TRAINING (MAR 2015)

PART 9: RECORDS MANAGEMENT OBLIGATIONS

PART 10: SECTION 508 REQUIREMENTS

10.1 Section 508 Requirements for Technology Products

10.2 Section 508 Requirements for Technology Services

10.3 Section 508 Deliverables

PART 11: CLAUSES

PART 12: DEFINITIONS & ACRONYMS

12.1 Definitions

12.2 Acronyms

PART 1: GENERAL INFORMATION

1.1 Purpose

The purpose of this Performance Work Statement (PWS) is to obtain a service contract to provide vehicle and equipment maintenance in support of the Logistics Management Directorate (LMD) Fleet

Maintenance Program.

1.2 Background

The Federal Emergency Management Agency (FEMA) mission is “Helping people before, during and after disasters”. Throughout the Contiguous United States (CONUS) LMD must be ready to respond with minimal launch time, therefore it is essential that LMD's Contiguous United States National

Fleet Equipment (CNFE) is always Fully Mission Capable (FMC). This often means operating in austere or hazardous conditions which may result in the damage to fleet equipment. When this occurs, it is critical that equipment is returned to an FMC status as soon as possible to continue the response effort. FEMA currently maintains the CONUS CNFE at the following four (4) FEMA locations:

1. DC Atlanta, 3780 Southside Industrial Ct., Atlanta, GA 30354

2. DC Fort Worth, 501 W. Felix, Fort Worth, TX 76115

3. DC Greencastle, 12879 Molly Pitcher Hwy, Greencastle, PA 17225

4. DC Tracy, 1547 East Grant Line Road, Tracy, CA 95304

1.3 Scope

The Contractor shall provide scheduled/unscheduled inspections, maintenance, and repairs, to include accident repair for FEMA National Fleet. Inspections shall include pre/post-deployment, quarterly, third-party Department of Transportation Inspections (DOTs), and annuals (for equipment that doesn’t require a DOT). Unless otherwise specified herein, the contractor shall provide all supplies, personnel, equipment, tools, materials, supervision, and other items or services necessary to perform the management and operation of equipment maintenance functions as defined in this

PWS. All supplies and materials shall be of a type and quality that conform to applicable industry accepted standards and, to the extent feasible and reasonable, include the exclusive use of bio-based products. All supplies, materials, and equipment to be used in the performance of work described herein are subject to the approval of the Contracting Officer’s Representative (COR) or authorized government personnel.

1.4 Period of Performance

Period of Performance: Base period of 12-month, with four (4) consecutive 12-month option periods exercised at FEMA’s discretion. There will be no phase in/out period at the end or beginning of this contract’s period of performance.

12-Month Base November 14, 2023 – November 13, 2024

Option Period I November 14, 2024 – November 13, 2025

Option Period II November 14, 2025 – November 13, 2026

Option Period III November 14, 2026 – November 13, 2027

Option Period IV November 14, 2027 – November 13, 2028

1.5 Hours of Operation

The Contractor is responsible for providing services, between the hours of 7:00 a.m. to 3:30 p. m.

Monday thru Friday for 52 weeks excluding Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government directed facility closings. The Contractor must always, maintain an adequate workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. This contract will not require the use of surge or emergency work.

1.6 Place of Performance

The work under this contract shall be performed at the following FEMA locations:

1. DC Atlanta, 3780 Southside Industrial Ct., Atlanta, GA 30354

2. DC Fort Worth, 501 W. Felix, Fort Worth, TX 76115

3. DC Greencastle, 12879 Molly Pitcher Hwy, Greencastle, PA 17225

4. DC Tracy, 1547 East Grant Line Road, Tracy, CA 95304

1.7 Federal Holidays

When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the work force are essential. Work scheduled, but not accomplished because of FEMA facilities closure shall be accomplished as soon as possible after reopening of the FEMA facilities. The Government hereby provides notice, and the Contractor hereby acknowledges receipt that the Government observes the below listed days as holidays:

FEDERAL RECOGNIZED HOLIDAYS

1. New Year’s Day

2. Martin Luther King Day

3. Washington’s Birthday

4. Memorial Day

5. Juneteenth Independence Day

6. Independence Day

7. Labor Day

8. Columbus Day

9. Veteran’s Day

10. Thanksgiving Day

11. Christmas Day

If these holidays fall on a Saturday, the preceding Friday will be observed. If these holidays fall on

Sunday, the following Monday will be observed.

1.8 Security Requirements

All personnel require access to information up to the sensitive but unclassified, for official use only

(FOUO) levels. Contractor must ensure contractor employees receive a favorably adjudicated public trust suitability prior to entry on duty (EOD). All individuals shall be U.S. citizens. The contractor shall follow the standards established within Department of Homeland Security (DHS) and FEMA policy.

1.8.1. Unauthorized Disclosure of Classified or Unclassified Information

Contractors and Subcontractors who are working on this contract shall receive Unauthorized

Disclosure of Classified or Unclassified Information training.

Access to the training can be obtained at:

https://securityawareness.usalearning.gov/unauthorizedrefresher/index.htm https://securityawareness.usalearning.gov/unauthorizedrefresher/index.htm

Send the certificate of completion to the FEMA Contracting Officer Representative no later than 30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

1.8.2. Operational Security (OPSEC) Training

Contractors and Subcontractors who are working on this contract shall receive the OPSEC Awareness

Brief.

Access to the briefing can be obtained at http://cdsetrain.dtic.mil/opsec

Send the certificate of completion to the FEMA Contracting Officer Representative no later than 30 calendar days after awarded contract. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

1.8.3. Insider Threat Training

Insider Threat training for Contractors can be found at:

http://cdsetrain.dtic.mil/itawareness/index.htm.

Certificate of training is required for all cleared contractor employees who are working with classified or unclassified information. All certificates must be sent to the assigned FEMA Contracting Officer

Representative, before the Contractor or Subcontractor is granted access to classified or unclassified information but no later than 30 calendar days after awarded contract. All cleared contractor personnel are required to recertify Insider Threat training annually thereafter. New employees entering the contract must receive the briefing within ten (10) business days of joining the contract.

1.8.4. Background Investigations

In accordance with DHS Management Directive 11042.1 contractors, consultants, and others to whom access is granted will abide by 11042.1; DHS policy regarding the identification and safeguarding of sensitive but unclassified information originated within DHS. It also applies to other sensitive but unclassified information received by DHS from other government and non-governmental activities.

The contractor shall:

1. Be aware of and comply with the safeguarding requirements for “For Official Use Only”

(FOUO) information as outlined in this directive.

2. Participate in formal classroom or computer-based training sessions presented to communicate the requirements for safeguarding FOUO and other sensitive but unclassified information.

3. Be aware that divulging information without proper authority could result in administrative or disciplinary action.

Contractors and Consultants shall execute a DHS Form 11000-6, Sensitive but Unclassified

Information Nondisclosure Agreement (NDA), as a condition of access to such information.

Other individuals not assigned to or contractually obligated to DHS, but to whom access to information will be granted, may be requested to execute an NDA as determined by the applicable program manager. Execution of the NDA shall be effective upon date of the DHS

Policy and not applied retroactively.

1.8.5. Foreign Travel and Government-Issued Equipment

Per DHS and FEMA Information Technology (IT) policy, FEMA employees and contractors are not authorized to take government-issued equipment, including cell phones, computers, or tablets such as iPads, outside of the United States regardless of the reason for travel. If government-issued http://cdsetrain.dtic.mil/opsec http://cdsetrain.dtic.mil/itawareness/index.htm equipment is required for official foreign travel, FEMA government employees may request a temporary loaner device through the Mobility Service Center, Office of the Chief Information Officer, Service Center for the duration of their trip. FEMA contractors must contact their contracting officer’s representative (COR) for further guidance.

If your device is detected as operating outside of the United States and its territories it will be disabled, and your information will be forwarded to the Office of Professional Responsibility for review.

1.8.6. Background Investigations

All contractor personnel who require access to DHS or FEMA information systems, routine access to

DHS or FEMA facilities, or access to sensitive information, including but not limited to Personally

Identifiable Information (PII), shall be subject to a full background investigation commensurate with the level of the risk associated with the job function or work being performed. FEMA’s Personnel

Security Division (PSD) will determine the risk designation for each contractor position by comparing the functions and duties of the position against those of a same or similar federal position, applying the same standard for evaluating the associated potential for impact on the integrity and efficiency of federal service.

Low Risk without Information System Access

Contractor personnel occupying positions or performing functions with a Low-Risk designation and who do not require access to DHS or FEMA information systems may undergo a Tier 1 investigation with a credit check and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract. (also reference Facility Access).

Low Risk with Information System Access

Contractor personnel occupying positions or performing functions with a Low-Risk designation and who require access to DHS or FEMA information systems shall undergo a Tier 2 Suitability

Background Investigation (T2) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

Moderate Risk

Contractor personnel occupying positions or performing functions with a Moderate-Risk designation shall undergo a Tier 2 Suitability Background Investigation (T2) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

High Risk

Contractor personnel occupying positions or performing functions with a High-Risk designation shall undergo a Tier 4 Suitability Background Investigation (T4) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

Background Investigation Process

To initiate the request to process contractor personnel, the Contractor shall provide the FEMA

Contracting Officer’s Representative (COR) with all required information and comply with all necessary instructions to complete Section II of the DHS Form 11000-25, “Contract Fitness/Security

Screening Request.” (Deliverable #1) The FEMA COR shall ensure that all other applicable sections of the DHS Form 11000-25 are complete prior to submitting the form to FEMA PSD for processing.

The Contractor shall also provide the FEMA COR with completed OF 306, “Declaration for Federal

Employment” (Deliverable #2), forms for all contractor personnel. Both forms must be password protected and sent via email. The password(s) must be sent via a different email to the COR

(Deliverable #3).

Contractor personnel who already have a favorably adjudicated background investigation, may be eligible to perform work under this contract without further processing by FEMA PSD if:

https://usfema.sharepoint.com/teams/FEMAET/it_tools/tsc/Pages/default.aspx

• the investigation was completed within the last five years,

• it meets or exceeds the minimum requirement for the position they will occupy or functions they will perform on this contract,

• the contractor personnel have not had a break in employment since the prior favorable adjudication, and,

• FEMA PSD has verified the investigation and confirmed that no new derogatory information has been disclosed which may require a reinvestigation.

FEMA PSD will notify the COR of the names of the contractor personnel eligible to work based on prior, favorable adjudication. The COR will, in turn, notify the Contractor of the names of the favorably adjudicated contractor personnel, at which time the favorably adjudicated contractor personnel will be eligible to begin work under this contract.

For those contractor personnel who do not have an acceptable, prior, favorable adjudication or who otherwise require reinvestigation, FEMA PSD will issue an electronic notification via email directly to the contractor applicant/personnel that contains the following documents, which are incorporated into this contract by reference, along with a link to the Office of Personnel Management’s (OPM)

Electronic Questionnaires for Investigation Processing (e-QIP) system and instructions for submitting the necessary information:

• Standard Form 85P, “Questionnaire for Public Trust Positions”

• Optional Form 306, “Declaration for Federal Employment”

• SF 87, “Fingerprint Card” (2 copies)

• DHS Form 11000-6, “Non-Disclosure Agreement”

• DHS Form 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports Pursuant to the Fair Credit Reporting Act”

FEMA PSD will only accept complete packages consisting of all of the above documents and

Standard Form 85P, which must be completed electronically through the Office of Personnel

Management’s e-QIP system. The Contractor is responsible for ensuring that all contractor personnel timely and properly submit all required background information.

Once contractor personnel have properly submitted the complete package of all required background information, FEMA’s Personnel Security Division, at its sole discretion, may grant contractor personnel temporary eligibility to perform work under this contract prior to completion of the full background investigation if the Personnel Security Division’s initial review of the contractor personnel’s background information reveals no issues of concern. In such cases, FEMA’s Personnel

Security Division will provide notice of such temporary eligibility to the COR who will then notify the

Prime Contractor, at which time the identified contractor personnel will be temporarily eligible to begin work under this contract. Neither the Prime Contractor nor the contractor personnel has any right to such a grant of temporary eligibility. The grant of such temporary eligibility shall not be considered as assurance that the contactor personnel will remain eligible to perform work under this contract upon completion of and final adjudication of the full background investigation.

Upon favorable adjudication of the full background investigation, FEMA’s Personnel Security Division will update the contractor personnel’s security file and take no further action. In any instance where the final adjudication results in an unfavorable determination FEMA’s Personnel Security Division will notify the contractor personnel directly, in writing, of the decision and will provide the COR with the name(s) of the contractor personnel whose adjudication was unfavorable. The COR will then forward that information to the Contractor. Contractor personnel who receive an unfavorable adjudication shall be ineligible to perform work under this contract. Unfavorable adjudications are final and not subject to review or appeal.

Continued Eligibility and Reinvestigation

Eligibility determinations based on a Low Risk T1, Moderate Risk T2S or High Risk T4 are valid for five years from the date that the investigation was completed and closed. Contractor personnel required to undergo a background investigation to perform work under this contract shall be ineligible to perform work under this contract upon the expiration the background investigation unless and until the contractor personnel have undergone a reinvestigation and FEMA’s Personnel

Security Division has renewed their eligibility to perform work under this contract.

Exclusion by Contracting Officer

The Contracting Officer, independent of FEMA’s Personnel Security Division, may direct the

Contractor be excluded from working on this contract. Any contractor found or deemed to be unfit or whose continued employment on the contract is deemed contrary to the public interest or inconsistent with the best interest of the agency may be removed.

1.8.7. Facility Access

The Contractor shall comply with FEMA Directive 121-1 “FEMA Personal Identity Verification

Guidance,” FEMA Directive 121-3 “Facility Access,” and FEMA Manual 121-3-1 “FEMA Credentialing

Access Manual,” to arrange for contractor personnel’s access to FEMA facilities, which includes, but is not limited to, arrangements to obtain any necessary identity badges for contractor personnel.

Contractor personnel working within any FEMA facility who do not require access to DHS or FEMA IT systems and do not qualify for a PIV Card may be issued a Visitor’s Badge/Pass. The Visitor’s

Badge/Pass shall be returned at the end of each workday, unless otherwise directed (Deliverable

#4).

Contractor personnel shall not receive a FAC until they have submitted a SF 87, “Fingerprint Card,” and receive approval from FEMA PSD. Contractor personnel using a Visitor’s Badge/Pass for access to FEMA facilities must be escorted in Critical Infrastructure areas (i.e., server rooms, weapons rooms, mechanical rooms, etc.) always.

FEMA may deny facility access to any contractor personnel whom FEMA’s Office of the Chief Security

Officer, local security office, or local facility manager has determined to be a potential security threat.

The Contractor shall notify the FEMA COR of all terminations/resignations within five calendar days of occurrence (Deliverable #5). The Contractor must account for all forms of Government-provided identification issued to contractor employees under a contract (i.e., the PIV cards or other similar badges) must return such identification (Deliverable #6) to FEMA as soon as any of the following occurs:

• When no longer needed for contract performance.

• Upon completion of a contractor employee’s employment.

• Upon contract completion or termination.

If an identification card or building pass is not available to be returned, the Contractor shall submit a report to the FEMA COR (Deliverable #7), referencing the pass or card number, name of the individual to whom it was issued, and the last known location and disposition of the card or badge.

The Contractor or contractor personnel’s failure to return all DHS- or FEMA-issued identification cards and visitor’s passes upon expiration, upon the contractor personnel’s removal from the contract, or upon demand by DHS or FEMA may subject the contractor personnel and the Contractor to civil and criminal liability.

1.9 Physical Security

The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

1.10 Key Control (If applicable)

The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons. NOTE: All references to keys include key cards. No keys issued to the Contractor by the

Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost keys or key cards to the Contracting Officer’s Representative (COR).

In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon notification by the COR, re-key or replace the affected lock or locks. However, the Government at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by

Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the COR.

1.11 Lock Combinations (If applicable)

The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations. These procedures shall be included in the Contractor’s Quality Control Plan.

1.12 Post Award Conference/Periodic Progress Meetings

The Contractor shall attend post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The CO, COR, and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings, the Contracting Officer will apprise the

Contractor of how the Government views the Contractor's performance and the Contractor shall apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government and can take place virtually.

1.13 Personnel

1.13.1 General Requirements

The Contractor shall furnish sufficiently competent, qualified, and certified (as required) personnel to perform all work specified herein. Contractor personnel shall have proper documentation indicating that they are legally authorized to work in the United States. Contractor personnel shall be able to read, write, communicate, and understand English at a level necessary to satisfactorily complete the contract requirements stated herein.

The Contractor must submit a Personnel Management Plan (PMP) (Deliverable #8) with proposal and update accordingly throughout the administration of the contract. The PMP at a minimum: (1)

Identifies qualified key personnel and supervision for each functional discipline including functional responsibilities applicable procedures and reporting relationships, (2) Identifies the procedures that will be utilized relative to the planning and scheduling of known, new, or emergent work requirements, (3) Provides an organization structure/chart showing lines of authority, responsibility, and communication for management, supervisory, and technical personnel for each site and as a whole, (4) Identifies which job classifications will be accomplishing the work items and their current maintenance certifications, qualifications and experience, and (5) Includes documentation proving personnel experience with the various equipment makes and models as outlined in the Attachments to the PWS. The Fleet clerk is not authorized as a stand-alone administrative position under this effort. The Fleet clerk can be an additional assigned duty, but not a primary function. The personnel provided in response to this solicitation and future hires must have current maintenance certifications, qualifications and experience as documented through submission of résumés

(Deliverable #9).

1.13.2 Key Personnel

The Contractor shall ensure that all tasks are staffed with appropriately skilled professionals and that any staff turnovers is managed with minimal disruption to the contract. The following personnel will be designated as Key: Project Manager, Senior Technicians (Lead), and Junior Technicians. The

Contractor shall provide a Project Manager who shall be responsible for the performance of work at all sites. The Project Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. Duties, Responsibilities, and minimum qualifications for all key personnel are listed below:

A. Project Manager (PM) (1 Total):

i. Duties and Responsibilities

The Contractor shall provide a project manager (PM) who shall be responsible for the overall performance of the work. The PM is responsible for the coordination, performance, measurement, and reporting of their employees. The name of the person who shall act for the contractor as an alternate when the PM is absent shall be designated in writing to the

Contracting Officer. The project manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The PM or alternate shall be available between 7:00 a.m. to 3:30 p.m. EST., Monday thru Friday except

Federal holidays or when the government facility is closed for administrative reasons. The PM is to be available during these times for the following reasons: 1) Billing questions/concerns,

2) Ensuring part delivery occurs, 3) general questions regarding contract performance, 4) open communication between contractor and program office, 5) any changes due to disaster operations that might affect contract schedule.

ii. Minimum General Experience & Qualifications:

o The PM must have at least 10 years of experience in overseeing a project for vehicle maintenance and repair management of a similar size and scope

B. Senior Technician (Lead) (4 total):

i. Duties and Responsibilities:

Senior Technicians (ST) that work at the specified places of performance daily are to adhere to the same policies, procedures and requirements as detailed in General Requirements, section 1.13.1. Each FEMA facility shall have a senior technician (ST) assigned there to perform all the work as it is identified in the PWS. This ST will be the lead tech at each site, responsible for the daily operation of the contract, and therefore responsible for oversite of any Junior Technicians. The ST or alternate shall have full authority to act for the Contractor on all matters relating to the daily operation of Contractor maintenance and shall work in conjunction with the on-site Technical Monitor (TM). At a minimum, the Senior Technician at each site shall be qualified in accordance with Department of Labor (DOL) occupation code:

a) 23430 - Heavy Equipment Mechanic – (HEM)

As outlined by the DOL, the general duties and responsibilities for this occupation is as follows:

Duties and Responsibilities: Analyzes malfunctions and repairs, rebuilds, and maintains power equipment, such as cranes, power shovels, scrapers, paving machines, motor graders, trench-digging machines, conveyors, bulldozers, dredges, pumps, compressors, and pneumatic tools. Operates and inspects machines or equipment to diagnose defects. Dismantles and reassembles equipment, using hoists and hand tools. Examines parts for damage or excessive wear, using micrometers and gauges. Replaces defective engines and subassemblies, such as transmissions. Tests overhauled equipment to insure operating efficiency. Welds broken parts and structural members. May direct workers engaged in cleaning parts and assisting with assembly and disassembly of equipment. May repair, adjust and maintain mining machinery, such as stripping and loading shovels, drilling, and cutting machines, and continuous mining machines.

ii. Minimum General Experience & Qualifications:

o Must have at least 10 years of experience in vehicle maintenance and repair management o Required to provide documentation proving that a current Commercial

Driver’s License (Deliverable #10) has been obtained and valid to test drive applicable Class A vehicles

C. Junior Technicians (Suggested Total: 14)

i. Duties and Responsibilities:

Junior Technicians (JT) that work at the specified places of performance daily are to adhere to the same policies, procedures and requirements as detailed in General Requirements, section 1.13.1. JT’s will be responsible for the FEMA facility physical workload being accomplished. Must be experienced in the class of equipment they are assigned to before performing any maintenance repair on that class. The JTs at each site shall be qualified in accordance with Department of Labor (DOL) occupation code:

a) 05190 - Motor Vehicle Mechanic – (MVM)

As outlined by the DOL, the general duties and responsibilities for this occupation is as follows:

Duties and Responsibilities: Repairs, rebuilds, or overhauls major assemblies of internal combustion automobiles, buses, trucks, or tractors. Work involves most of the following: Diagnosing the source of trouble and determining the extent of repairs required; replacing worn or broken parts such as piston rings, bearings, or other engine parts; grinding and adjusting valves; rebuilding carburetors; overhauling transmissions; and repairing fuel injection, lighting, and ignition systems. In general, the work of the Motor Vehicle Mechanic requires rounded training and experience usually acquired through a formal apprenticeship or equivalent training and experience.

ii. Minimum General Experience & Qualifications:

o Required to provide documentation proving that a current Commercial

Driver’s License (Deliverable #10) has been obtained and valid to test drive applicable Class A vehicles

1.14 Identification of Contractor Employees

All contract personnel attending meetings, answering Government telephones, and working in other situations where their contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are Government officials. They must also ensure that all documents or reports produced by

Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. Supervisors shall be easily identifiable from other Contractor personnel.

Contractor personnel shall present a neat appearance and be easily recognized as a contractor employee. The Contractor shall ensure that all personnel always display the badge on the outermost garment when performing work under this contract. This requirement shall apply to all approved subcontractor employees as well.

1.15 Contractor Local Travel

For the purpose of this contract, the Contractor is responsible for all local travel expenses to and from the specified location to complete daily maintenance operations at no cost to the Government.

PART 2 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

2.1 Furnished Property

The Government will provide email accounts and training for Sunflower Asset Management System

(SAMS) which may consist of job aids. The Government will provide computer to access SAMS for all personnel that perform maintenance at the site daily. At a minimum, it will be used to input work orders and confirm work schedule. For this contract, the FEMA maintenance system; SAMS, is the primary system of use for tracking maintenance.

The Contractor shall be allowed to use the on-site vehicles for the vehicles intended purpose.

However, it may become necessary for the Contractor to provide their own service vehicles in the event the Government vehicles are needed elsewhere. All sites have tools for use by the contractor.

However, the contractor shall not depend on the availability of these tools for use. The use of the tools will be at the discretion of the site and that site’s internal policy. In the situation that the site provides the use of FEMA tools to the contractor and the tools become damaged or lost due to negligence or misuse, the contractor shall replace these tools at no cost to the Government.

2.2 Information Sharing

To accomplish the tasks outlined in this contract, FEMA will provide the contractor access to the

SAMS and the following PII data elements includes first and last names, DHS email addresses, and

DHS phone numbers are associated with users.

The information sharing outlined in this contract is authorized by the following System of Records

Notice(s) and Routine Use(s):

DHS/ALL-010 Asset Management Records System of Records, September 28, 2015, 80 FR 58280, Routine Use F.

The information sharing outlined in this contract is authorized by the following Privacy Impact

Assessments:

DHS/ALL/PIA-053 DHS Financial Management Systems

The contractors will also have access to PII of first name, last name, email addresses, and work phone numbers of FEMA employees via Global Address List (GAL) by way of FEMA laptops use. The information sharing is authorized by Routine Use F of DHS/ALL-014 Department of Homeland

Security Personnel Contact Information" March 16, 2018 83 FR 11780. The information sharing is also covered by the following Privacy Impact Assessments: DHS/ALL/PIA-015 Web Portal and

DHS/ALL/PIA-059 Employee Collaboration Tool.

The contractor shall limit access to the PII provided by FEMA under this contract only to the contractor’s authorized personnel who need to know the information to accomplish the tasks outlined in this contract.

The contractor shall ensure no computer matching, as that term is defined in 5 U.S.C. § 552a(o), will occur for the purpose of establishing or verifying eligibility or compliance as it relates to cash or in-kind assistance or payments under federal benefit programs.

If at any time during the term of this contract any part of FEMA PII, in any form, that the contractor obtains from FEMA ceases to be required by the contractor for the performance of the contract, or upon termination of the contract, whichever occurs first, the contractor shall, within fourteen (14) days thereafter, promptly notify FEMA and securely return PII to FEMA, or, at FEMA’s written request destroy, un-install and/or remove all copies of such PII in the contractor’s possession or control, and certify in writing to FEMA that such tasks have been completed.

2.3 Facilities

The Government will provide the Contractor with necessary workspace for the Contractor personnel, i.e. at the designated FEMA facilities. The Government will provide adequate heat, light, ventilation, outlets, electric current, and telephones for local calls by Contract personnel. The facility will be provided at no charge to the Contractor for the duration of the contract. FEMA may restrict the entry of Contractor personnel onto U.S. Government premises using entry passes. Irrespective of the issuance of passes on government facilities, Contractor personnel may be subject to search and seizure at the discretion of FEMA. All equipment entering and leaving FEMA locations are subject to being searched. Unscheduled gate closures may occur at any time and personnel entering or exiting the facility may experience a delay. Under these circumstances, the Contractor shall contact the TM or COR if providing mobile CNFE maintenance or repair services for instructions.

2.4 Utilities

The Contractor shall instruct its employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount of water to accomplish cleaning vehicles and equipment.

2.5 Services

2.5.1 Preventative Maintenance Schedule

The preventative maintenance schedule will be provided in an attachment to the solicitation as part of the equipment list for each location. FEMA retains the right to adjust the government inspection schedule as needed when a requirement is identified to meet mission demands.

2.5.2 Priority of Work

Job forecasting will be handled by the FEMA Headquarters (HQ) Fleet Management and submitted to each individual site at the prescribed date/time/group (DTG). However, any repairs identified by the

TM/COR outside of scheduled inspections/maintenance/repairs shall also be executed in accordance with the PWS. The TM will notify FEMA HQ Fleet Management of any unscheduled repairs https://www.federalregister.gov/documents/2018/03/16/2018-05403/privacy-act-of-1974-system-of-records https://www.federalregister.gov/documents/2018/03/16/2018-05403/privacy-act-of-1974-system-of-records and ensure that work orders are opened in the Sunflower Asset Management System (SAMS) and completed in accordance with the PWS.

2.6 Equipment

The Government will provide an equipment list for each specific site attached as “Vehicle

Maintenance (VM) – Equipment List”. FEMA will provide an equipment list for each location. Due to the fluidity of FEMA's mission, the equipment listing could fluctuate +/- 10% per equipment/asset-class at each location as a result of procurement or deployment/ reassignment. If equipment is added to the location and the 10% threshold is not met, the contractor shall be required to service that piece of equipment even if not listed on the equipment list. FEMA will track all equipment changes in conjunction with the Contractor in order to ensure compliance. In the event of a one for one swap, the +/-10% per equipment/asset class is not applicable.

FEMA retains the right to adjust the equipment numbers based off a one-for-one equipment substitution. For instance, if any site removes a piece of equipment from the equipment list for that site, then it can add a different piece of equipment of comparable asset class type without submitting a price modification for the contract. The Agency does not provide manufacturer’s manuals for equipment. However, if the site has manuals, they may be used by the contractor. If a manufacturer’s manual is not provided, it is the responsibility of the contractor to procure their own manuals. These manuals will be clearly labeled and identified as belonging to the contractor if purchased with the contractor’s funding and the purchase of these manuals are not reimbursed by

FEMA.

PART 3 CONTRACTOR FURNISHED PROPERTY AND SERVICES

3.1 Furnished Property

Except for those items specifically stated to be government-furnished in PART 2: GOVERNMENT

FURNISHED PROPERTY, EQUIPMENT, AND SERVICES, the Contractor shall furnish all supplies, equipment, facilities, and services required to perform work under this contract. The Contractor shall be responsible for providing a service vehicle to perform maintenance by contractor personnel in the event the Government vehicles are needed elsewhere. As stated before, there may be Government furnished tools available at all sites, but it will be the responsibility of the contractor to ensure they have the necessary tools/equipment to complete all services and repairs. Any tools purchased by the

Contractor as part of the contract become government property.

The Contractor shall obtain all necessary permits, clearances, bills of lading, travel, and other related maintenance and repair documentation. The Contractor must provide proof of service (for example, a signed, dated receipt) for any maintenance or repair service that the Technical Monitor (TM) or COR determines is needed to verify performance of the Contractor’s service.

The Contractor is solely responsible for compliance with all applicable federal, state, and local laws, regulations, codes, technical manuals, manufacturer's instructions and recommendations, and any acceptable commercial practices in the delivery of required services.

3.2 Bio-Preferred Program

The Contractor shall provide a Bio-based Product List (Deliverable #11) indicating the name of the manufacturer, the brand name, and the intended use of each of the materials, proposed for use in the performance of its work. The contractor shall not use any materials, chemicals, or compounds which the COR determines would be unsuitable for the intended purpose or harmful to the surfaces to which applied. The contractor shall utilize products and materials made from bio-based materials

(e.g., bio-based lubricants, bio-based hydraulic fluids, and bio-based fuel additives) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user.

The Contractor shall be responsible for procuring and stocking generally available consumables in accordance with Environmental Protection Agency (EPA) standards and FAR Part 23- Environment, Energy and Water Efficiency, Renewable Energy Technologies, Occupational Safety, and Drug- Free

Workplace, including but not limited to, shop towels, appropriate cleaning supplies, grease and other lubricants, shop safety equipment and connectors (i.e., nuts, bolts, screws, etc.).

3.2.1 Mandatory Purchasing

Federal law, the Federal Acquisition Regulation (FAR), and Presidential Executive Orders direct all federal agencies to purchase bio-based products in categories identified by the U.S. Department of

Agriculture (USDA). To date, USDA has identified 97 categories (e.g. cleaners, carpet, lubricants, and paints) of bio-based products for which agencies and their contractors have mandatory purchasing requirements. As USDA identifies product categories for mandatory federal purchasing, minimum bio-based content is established for the category.

Mandatory federal purchasing requirements for bio-based products were established in the 2002

Farm Bill and expanded in the 2008 and 2014 Farm Bills. Executive Order 13693, Planning for

Federal Sustainability in the Next Decade, includes provisions that increase federal agency accountability for meeting Bio-Preferred requirements. A 2012 Presidential memo, Driving Innovation and Creating Jobs in Rural America through Bio-based and Sustainable Product Procurement, reinforced the goals and requirements for mandatory federal bio-based product purchasing. Bio-based purchasing requirements are detailed throughout the Federal Acquisition Regulation including acquisition planning, mandatory purchasing by purchase card, source selection, mandatory contract clauses, and general policy and provisions. For further information see Policies and Laws.

3.2.2 Bio-based Products

For the bio-based content products evaluation, all products proposed for use under this contract must conform to the Department of Agriculture (USDA) Designated Bio-based products List (DBPL) whenever practicable. Contractors shall provide data for their bio-based lubricants and hydraulic fluids to document bio-based content, and source of bio-based material (i.e., crop or livestock). Any material which the COR suspects does not meet Federal specifications or standard shall be tested at the Contractor’s expense by an independent testing laboratory qualified to perform such test as are required. A copy of the laboratory report giving the results of the test and a sample of each product, if requested, shall be submitted to the COR. These products shall meet the requirements established by applicable Federal specifications and standards or be considered unacceptable for use.

3.2.3 Bio-based Products List

The following is a list of products USDA requires for vehicle maintenance purposes. Each product submitted must be identified with one of these categories. It is desirable that vendors be able to supply the greatest number of bio-based products listed meeting the health and environmental specifications. Labeling should be printed on all containers. (There is a federal standard for labeling see www.biobased.gov to get specific information)

Hydraulic Fluids Penetrating Lubricants

Diesel Fuel Additives Multipurpose Lubricants

General Penetrants and Lubricants- to include oil of various viscosities Paints

Hydraulic Lubricants Transmission Fluids

Lube Chain Lubricants Degreasers https://www.whitehouse.gov/the-press-office/2015/03/19/executive-order-planning-federal-sustainability-next-decade https://www.whitehouse.gov/the-press-office/2015/03/19/executive-order-planning-federal-sustainability-next-decade http://www.biopreferred.gov/BioPreferred/faces/pages/PoliciesAndLaws.xhtml http://www.biobased.gov/

Bio-based Gas Conditioners Air Tool Lubricants

Fuel Conditioners Chrome Polish/Cleaners

Insecticides Glass Cleaners

Carburetor Cleaner All Purpose Cleaners

Engine Starting Fluids Antifreeze

Wood Sealant Battery Cleaner

Windshield Washer Fluid

*This list is not all inclusive and the government retains the right to add additional products when identified*

The offered products must meet the required consistencies as stated in the USDA Final Rule.

Products which do not meet the mandatory specification or for which the appropriate information has not been submitted, will be disqualified from further consideration.

3.3 Facilities

The Contractor shall be responsible for safeguarding all government property provided for Contractor use. At the close of each work period, FEMA facilities, CNFE, and materials shall be secured on site at the maintenance location.

3.4 Utilities

The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities (e.g., leaving facility lights on when not in use).

3.5 Storage

To reduce CNFE down time, the Contractor shall have sufficient parts on hand within 45 business days after contract award. The Contractor shall be responsible for storing spare parts as needed by the Contractor’s maintenance personnel. The Contractor is required to keep a minimum of 5% bench stock of commonly expendable items to include lubricants, fluids, and trailer tires. FEMA may not have space available for storage of said parts at some facilities, therefore the Contractor may need to store these items remotely. Due to parts availability and timeliness, the Contractor can obtain parts through various sources with an emphasis on quality parts since the Contractor shall invoice

FEMA at cost. Commercially purchased or contractor rebuilt parts may be used if they equal or exceed the quality of the original parts with approval of the TM/COR. If the decision of the contractor to use certain parts conflicts with the decision of the TM/COR, the TM/COR retains the final authority to choose which parts to procure. FEMA reserves the right to provide some repair parts if it is cost effective. The invoice and maintenance log shall indicate which new part has been installed or used in the repair of CNFE. Replacement parts shall be of equal quality, size, and function to that being replaced, i.e. No “recaps” or “retreads” will be used for replacing tires.

3.6…