Standard_SOW_Maintenance_10.28.20.pdf

General Services Administration

Statement of Work for

GSA FLEET

On-Site Vehicle Maintenance Support Service

White Sands Missile Range

White Sands Testing Facility

New Mexico

October 28, 2020

Contents

1.0 SCOPE

1.1 VEHICLE GROUPS

1.2 ESTIMATED REPAIR REQUIREMENTS

2.0 REQUIREMENTS FOR MAINTENANCE SERVICE

2.1 INSTALL NEW OR USED TIRES

2.2 REPAIR FLAT (PUNCTURE) TIRE

2.3 REPAIR FLAT (PUNCTURE) TIRE (OFF VEHICLE)

2.4 WHEEL BALANCE

2.5 ROAD-SIDE SERVICE CALL

2.6 MINOR EMERGENCY AND QUICK-FIX REPAIRS

2.7 PREVENTIVE MAINTENANCE – GROUP I VEHICLES

2.8 PREVENTIVE MAINTENANCE – GROUP II VEHICLES

2.9 PREVENTIVE MAINTENANCE - GROUP II VEHICLES (NON-POWERED)

2.10 BRAKE SYSTEM CHECK - GROUP I VEHICLES

2.11 BATTERY CHECK AND CHARGE

2.12 BATTERY REPLACEMENT – GROUP I VEHICLES

2.13 BATTERY REPLACEMENT – GROUP II VEHICLES

2.14 REPAIRS, REBUILDS, OVERHAULS

2.15 SHUTTLE SERVICE

2.16 VEHICLE WASH SERVICES

3.0 GUARANTEE

4.0 CONTRACTOR PERSONNEL REQUIREMENTS

5.0 FACILITY ACCESS

1.0 SCOPE

The General Services Administration (GSA) Office of Fleet Management (GSA Fleet) has a requirement for on-site vehicle maintenance support services at the White Sands Missile Range and White Sands

Testing Facility located in New Mexico. These services include routine repairs which consist of preventative maintenance of vehicles, tire repair, windshield replacement, wheel balancing, roadside emergencies (on post), brake systems checks and repairs, electrical system checks and repairs, and minor emergency repairs. Warranty repairs are specifically excluded and must be performed by the manufacturers' representative.

Unless otherwise indicated, the Contractor is responsible for all management, parts, materials, tools, supplies, equipment, disposal, documentation, labor, and transportation necessary to perform the work as described in this Statement of Work (SOW).

1.1 VEHICLE GROUPS

For purposes of this SOW, vehicles have been broken down into two separate groups.

Group I Vehicle: Includes gasoline and diesel powered sedans, station wagons, ambulances, buses, and trucks (including vans) 12,499 pounds Gross Vehicle Weight Rating (GVWR) and under.

Group 2 Vehicle: Includes gasoline and diesel powered ambulances, buses, and trucks (including

“dry freight” and “refrigerated” vans), special-purpose trucks, wreckers, and other special-purpose non-powered equipment, such as semi-trailers, 12,500 pounds Gross Vehicle Weight

Rating (GVWR) and over.

1.2 ESTIMATED REPAIR REQUIREMENTS

Group I Vehicles 45 per week

Group II Vehicles 6 per week

The Contractor may accept additional vehicles exceeding the estimated weekly vehicle requirements.

If the Contractor is unable to service vehicles which exceed the estimated requirements, the

Government reserves the right to take those excess vehicles for repairs to other sources.

2.0 REQUIREMENTS FOR MAINTENANCE SERVICE

The Contractor must receive pre-authorization from GSA Fleet's Maintenance Control Center (MCC) for any maintenance/repair purchase equal to or greater than $100, and for all tires and batteries.

Authorizations meeting these criteria are issued via a GSA Fleet purchase order from a Maintenance

Control Center Specialist.

2.1 INSTALL NEW OR USED TIRES

The Contractor will purchase tires through GSA approved sources. The Contractor must work with the Maintenance Control Center (MCC) in advance for all tire purchases and replacements.

Job Includes: Removing wheel from vehicle; dismounting old tire from wheel and disposal of non-treadable tire; mounting new tire on wheel; balance wheel; and reinstalling wheel on vehicle.

Completion Time: Work must be completed within one (1) hour after receipt of tire.

2.2 REPAIR FLAT (PUNCTURE) TIRE

Job Includes: Removing wheel from vehicle; dismounting tire from wheel; repairing puncture

(patching only) from inside of tire; remounting repaired tire on wheel; and reinstalling wheel on vehicle. Includes washing and removal of debris if required.

Completion Time: Work must be completed within one and one half (1.5) hour after receipt of vehicle.

2.3 REPAIR FLAT (PUNCTURE) TIRE (OFF VEHICLE)

Job Includes: Dismounting tire from wheel; repairing puncture (patching only) from inside of tire;

remounting repaired tire on wheel. Includes washing and removal of debris if required.

Completion Time: Work must be completed within one (1) hour after receipt of tire and wheel.

2.4 WHEEL BALANCE

Job Includes: Removing wheel from vehicle; removing/installing wheel weights; balancing wheel as required; and reinstalling wheel onto vehicle.

Completion Time: Work must be completed within one (1) hour after receipt of vehicle.

2.5 ROAD-SIDE SERVICE CALL

Job Includes: Minor road-side repair within the installation of the Contractor’s service facility.

Minor Road-side repairs are defined as those which can be performed within 30 minutes or less without special tools or equipment.

Response Time: Within thirty (30) minutes after notification, the Contractor must be in route to the vehicle location.

2.6 MINOR EMERGENCY AND QUICK-FIX REPAIRS

Quick Fix Repairs are defined as those repairs, such as lighting repairs/replacement, flasher replacement, windshield wiper blade repair/replacement, topping off fluid levels; which includes all fluid reservoirs, and any other minor repairs which can be performed within 30 minutes or less without special tools or equipment and are not referenced in the Mitchells 1 On Demand Labor

Guide.

Minor Emergency Repairs are defined as vehicle repairs required after normal workday hours.

Minor Emergency Repairs must be performed by a qualified motor vehicle mechanic. Parts/supplies utilized in the accomplishment of a Minor Emergency Repair request will be billed separately at cost.

Completion Time: Work must be completed within ninety (90) minutes after receipt of repair request.

2.7 PREVENTIVE MAINTENANCE – GROUP I VEHICLES

Preventive Maintenance must be performed by a qualified motor vehicle mechanic.

Job Includes: Oil change; replacement of oil filter; visually inspect brakes while under vehicle, chassis and body lubrication, to include hood/door hinges, locks, and all installed GSA-owned accessory equipment (i.e., power lift/tail gates, wheelchair lifts, winches, etc.); and other services, including, but not limited to: check all fluid levels (including windshield washer solvent) and correct

(“top off”) as necessary; check antifreeze/coolant protection level to -25 degrees, and correct as necessary; inspect and clean air filter (with light air pressure) and replace, if necessary; inspect all belts, hoses, tires, and check tire pressure (adjust if necessary). Inspect lights and replace all inoperative lamps and bulbs, and report any discrepancies found. Check and inspect battery(s), battery cables, battery terminals/posts, and battery terminal/post connections for cracks and/or deterioration, inspect and adjust battery fluid level if necessary, and remove all corrosion from the battery terminals/posts and battery terminal/post connections.

The job includes all labor, oil (up to 6 quarts), oil filter, lubricants, fluids and any and all miscellaneous shop supplies to include, grease, windshield washer solvent, antifreeze/coolant, etc. Air filter (when required), and oil in excess of six (6) quarts, will be billed separately at cost.

Additionally, re-refined oil is approved for use in GSA vehicles. The GSA Contracting Officer’s

Representative (COR) will provide the Contractor with the names of suppliers of re-refined oil.

Completion Time: Scheduled preventive maintenance must be completed within one (1) hour after receipt of vehicle. For non-scheduled preventive maintenance, work must be completed within four

(4) hours after receipt of vehicle.

2.8 PREVENTIVE MAINTENANCE – GROUP II VEHICLES

Job Includes: Oil change; replacement of oil filter(s); replacement of fuel filter(s); fuel/water separator filter(s); coolant filter(s); Inspect and service air cleaner element (with light air pressure) and replacement as necessary, clean inside of filter canister of debris; visual inspection of front and rear brakes, chassis and body lubrication, to include hood/door hinges, locks, and all installed GSA-owned accessory equipment (i.e., wheelchair lifts, winches, power lift/tail gates, etc.); if applicable, checking and addition of transmission and differential oils/grease, as required; and other services, including, but not limited to: check all fluid levels (including windshield washer solvent) and correct

(“top off”) as necessary; check antifreeze/coolant protection level to -25 degrees and adjust as necessary; Inspect nitrate levels and the Supplemental Coolant Additives (SCA) of antifreeze with approved methods (Coolant test kits); inspect all belts, hoses, tires, and check tire pressure (adjust as necessary); inspect lights and replace all inoperative lamps and bulbs, and report any discrepancies found. Check and inspect battery(s), battery cables, battery terminals/posts, and battery terminal/post connections for cracks and/or deterioration, inspect and adjust battery fluid level if necessary, and remove all corrosion from the battery terminals/posts and battery terminal/post connections.). Fifth wheel operating and locking mechanism lubrication (if applicable). Refrigeration (“reefer”) units and auxiliary air conditioning units for buses, etc.

Diesel Exhaust Fluid (DEF) must be added to all diesel vehicles. Contractor must inspect cap air filters, and ensure A/C filters on buses to be blown out, cleaned or replaced at service. Inspect all air lines and glad hand seals for condition.

This job includes all labor, lubricants, fluids (except engine oil) and any and all miscellaneous shop supplies to include, grease, windshield washer solvent, antifreeze/coolant, etc. All filters, parts, and engine oil will be billed separately at cost to include DEF.

Additionally, re-refined oil is approved for use in GSA vehicles. The GSA Contracting Officer’s

Representative (COR) will provide the Contractor with the names of suppliers of re-refined oil.

Completion Time: Work must be completed within eight (8) hours after receipt of vehicle.

2.9 PREVENTIVE MAINTENANCE - GROUP II VEHICLES (NON-POWERED)

Job Includes: Chassis and body lubrication, to include all hinges, locking devices, and landing gear mechanism; performance of visual inspection of all running gear, to include, but not limited to: trailer glad-hand connections, air lines and reservoirs, suspension (sliding and/or fixed, “Air-Ride” or spring), wheels, hubs and hubometers, oil seals, tires (also, check tire pressure and adjust, as necessary), slack adjusters, and brakes; performance of visual inspection of all body structures, to include, but not limited to: front and side panels, radius panel, roof, roof bows, interior lining (if applicable), “E Track” and/or restraining tie rings (if applicable), scuffband (if applicable), ceiling liner (if applicable), side posts, rear opening door (swing-out or roll-up), side doors (if applicable), door locking mechanism, frame and crossmembers, trailer flooring, landing gear and shoes, trailer connecting king-pin, lighting (interior and exterior) and replace all inoperative lamps and bulbs, bumper, steps and hand rails (if applicable), vent doors (if applicable), and report any discrepancies found. Including installed GSA-owned accessory equipment such as power lift/tail gates, and refrigeration (“reefer”) units, etc.)

This job includes all labor for performance of visual inspections; lubrications; bulb replacements; the necessary oils and/or lubricants for the performance of the vehicle’s preventive maintenance; and, any miscellaneous shop supplied.

Completion Time: Work must be completed within eight (8) hours after receipt of vehicle.

2.10 BRAKE SYSTEM CHECK - GROUP I VEHICLES

Brake System Check must be performed by a qualified motor vehicle mechanic.

Job Includes: (1) Removal of all wheels from vehicle to expose brake drums, brake calipers, brake rotors, backing plates to determine if any brake system maintenance needs to be accomplished; (2)

Vehicles with a floating axle, remove wheel seal and wheel bearing to determine if replacement is necessary, and (3) Reassembly of all disassembled parts, and remounting of wheels onto the vehicle.

This job does not include any maintenance, repairs, or replacement of parts determined to be necessary by GSA. When required, any maintenance, repairs, or replacement of parts will be accomplished on the same work order and billed separately at cost. Time already allowed for the inspection (1 hour) will become a part of the total hours charged for repair.

Completion Time: Work must be completed within one (1) hour after receipt of vehicle. Within eight

(8) hours if repair is needed (excluding time if parts must be ordered).

2.11 BATTERY CHECK AND CHARGE

Job Includes: (1) Inspect all cables, wiring and belt tension; (2) cleaning of cable terminals; (3) battery charge; and (4) test of vehicle’s charging system.

Completion Time: Work must be completed within two (2) hours after receipt of vehicle.

2.12 BATTERY REPLACEMENT – GROUP I VEHICLES

The Contractor will acquire all batteries through GSA approved sources. The Contractor must work with the Maintenance Control Center (MCC) in advance for all battery replacements.

Battery must meet OEM minimum standards, with a minimum replacement warranty of sixty (60) months. Batteries will be billed separately at cost.

Job Includes: Inspection of all cables, wiring, and belt tension; charge and test of non-responsive battery; installation of new battery; cleaning of cable terminals and battery box; and check of charging system.

Completion Time: Work must be completed within four (4) hours after receipt of vehicle.

2.13 BATTERY REPLACEMENT – GROUP II VEHICLES

Job Includes: Inspection of all cables, wiring, and belt tension; charge and test of non-responsive battery; installation of new battery; cleaning of cable terminals and battery box; and check of charging system. Batteries will be billed separately at cost.

Completion Time: Work must be completed within six (6) hours after receipt of vehicle.

2.14 REPAIRS, REBUILDS, OVERHAULS

Repairs, rebuilds, and overhauls must be performed by a qualified motor vehicle mechanic.

The contractor will perform repairs, rebuilds, or overhauls major assemblies of internal combustion automobiles, buses, trucks or tractors. Work involves, but is not limited to 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.

This also includes the repair of installed GSA-owned accessory equipment, such as winches, power lift/tail gates, refrigeration (reefer) units, and auxiliary air conditioning units for buses, etc.

This work excludes work already covered in paragraphs 2.1 through 2.13 of this SOW.

Note: Work under this paragraph will be time and material and requires prior approval from GSA

Fleet’s Maintenance Control Center (MCC) for any amount equal to or greater than $100.

2.15 SHUTTLE SERVICE

Note: This service requires the use of drivers with a valid drives license with the appropriate endorsement for the class of vehicle being operated. These services will be performed only upon prior approval from GSA.

Shuttle Services are defined as: Driving or otherwise moving vehicles that require warranty, recall, or other offsite repairs from the GSA on-site maintenance and repair facility to an offsite repair facility and back to the GSA on-site maintenance and repair facility.

The Contractor will facilitate the scheduling for vehicles to be delivered to and picked up from an offsite repair facility.

Emergency Shuttle Services are defined as: Shuttle services as described above that due to mission critical requirements must be accomplished outside the normal shuttle service. Emergency shuttle services shall be scheduled by the GSA COR as far in advance as possible, but not less than 8 hours before the service is required.

Prices are to be submitted on a per trip basis. Example: There are times when a vehicle must be delivered to an offsite repair facility, but there is no vehicle to be returned from that facility. In those instances, the Contractor must supply a vehicle and a driver to follow the GSA Fleet vehicle so that the driver of the vehicle needing repair can be picked up and returned to the GSA on-site maintenance and repair facility.

The Contractor is responsible for submitting pricing that will cover all costs (labor, fuel, admin etc.) to cover the described services.

2.16 VEHICLE WASH SERVICES

Basic Wash – The basic wash includes the washing of the vehicles exterior, including glass, door jambs, tires and wheel rim/covers.

Detailed Cleaning – Detailed cleaning includes all item list in the basic wash plus interior vacuuming of floors and seats, interior windows, door panels and dashboard cleaning.

Engine Compartment Cleaning – Engine compartment cleaning includes cleaning of major surface areas within the engine compartment (air cleaner cover, battery, etc.); wash and/or steam clean when necessary.

Note: Detailed Cleaning and Engine Compartment Cleaning will be performed only upon prior approval from GSA.

3.0 GUARANTEE

(a) Notwithstanding inspection and acceptance by the Government or any provisions concerning the conclusiveness thereof, the Contractor guarantees and warrants that all materials furnished and all services performed under this contract will be free from defects in material and workmanship and will conform to the requirements of this contract for a period of ninety (90) days or 4,000 miles, whichever occurs first. The Contractor shall remedy all such defects at his own expense, in a timely manner at Fleet Service Representative’s (FSR) or Contracting Officer Representative’s (COR) discretion, but no later than one (1) workday after notification by the ordering office. Any such work will not be counted as part of the estimated daily requirements.

(b) Should a warranty for new or rebuilt assemblies or subassemblies offered by a manufacturer or re-manufacturer be longer than that stated above, it shall apply for such longer period.

(c) The COR shall give written notice of any such defect or non-conformance to the Contractor within the applicable warranty period, with a copy to the Contracting Officer. Such notice shall state that either (1) the Contractor shall correct or re-perform any defective or non-conforming materials or services, or (2) the Government does not require correction or re-performance. If the Contractor is required to correct or re-perform, it shall be at no cost to the Government, and any materials or services corrected or re-performed by the Contractor pursuant to this guarantee, shall be subject to all provisions of this guarantee to the same extent as work initially performed. If the Government does not require correction or re-performance, the Contracting Officer shall make an equitable adjustment in the contract price.

4.0 CONTRACTOR PERSONNEL REQUIREMENTS

All Contractor personnel proposed to work under this contract must be U.S. Citizens without felony convictions.

Contractor personnel are required to submit complete and accurate security clearance paperwork prior to beginning work. If any required information is incomplete or inaccurate and cannot be processed, resulting delays will be at the expense of the Contractor.

The Contractor must provide a shop foreman who will be the onsite contact for the GSA Contracting

Officer’s Representative (COR).

Mechanics must have Automotive Service Excellence (ASE) or equivalent mechanic certifications or a minimum of 3 years’ experience in the mechanical field.

5.0 FACILITY ACCESS

White Sands Missile Range, NM (WSMR)

The Contractor shall adhere to all security-related laws, requirements, and regulations that bind the

Government. All involved Contractor personnel are required to cooperate fully with the WSMR

Directorate of Emergency Services (DES) to ensure that police/fire investigative personnel have complete and unhindered access to incident or accident scenes and personnel for investigative purposes, and provide personal information for minimum background checks for non-Common Access Card (CAC) holders.

The Contractor shall make its employees available for photo identification badges, when required by the

Government, on a schedule to be worked out with the Contracting Officer’s Representative (COR). The

Government will make the badges after a favorable NCIC-III security background report has been received on the Contractor employees.

Contractor employees shall sign each badge at the time of photographing. The Contractor shall see that all badges are returned to the COR when employees are dismissed or terminated. The Contractor will notify the COR when employee badges are lost. It will be the responsibility of the Contractor to pay for replacement badges.