1.1.4 - SOW Fleet Repair - Update.docx

Statement of Work

Department of Homeland Security Federal Emergency Management Agency Disaster Emergency Communications Division Statement of Work For Fleet Repair and Recovery Services

1.0 GENERAL

The Disaster Emergency Communication Division’s (DECD) mission is to provide disaster response throughout the United Sates in the immediate aftermath of an event. 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 vehicles are returned to a fully-mission capable status as soon as possible in order to continue the response effort.

DECD maintains on staff mechanics to perform preventative maintenance checks and services (PMCS); routine services; and minor repairs on its fleet of 600+ vehicles and trailers. As part of the division’s enterprise maintenance program, support is required from a third-party vendor to provide 24/7 nation-wide roadside assistance, towing services, tire replacement, and major repairs.

2.0 SCOPE OF WORK

2.1 The contractor shall serve as a single point of contact and billing for all services throughout the entire repair process to include towing services.

2.2 The contractor shall provide all materials, tools, equipment, labor and Quality Control supervision necessary to perform unscheduled maintenance, repairs and services.

2.3 The Contractor shall provide coordination for a collision repair and refurbishment center within 50 miles of all Mobile Emergency Response Support (MERS) Detachment HQs and Mobile Communications Office Vehicle (MCOV) staging areas or transportation of equipment to and from a collision repair and refurbishment center. (See Attachment C for list of locations)

2.4 The contractor shall perform services and repairs for all categories, makes, and models of FEMA-MERS and FEMA-MCOV rolling stock, to include all vehicle components and support equipment. This includes (but is not limited to): sedans, SUVs, heavy-duty pickup trucks, Class A Recreational Vehicles, Class A Commercial trucks, semi-trailers, utility and cargo trailers, power generation equipment, environmental control units, and trailer mounted HVAC systems (see Attachment B for general list of equipment)

2.5 The Contractor shall, with notice, coordinate on-site visits of FEMA personnel in order to inspect the progress of the work.

2.6 The Contractor shall be proficient with and have access to current software to perform problematic diagnostics via on-board computer systems for all equipped categories, makes and models of DECD rolling stock. The Contractor shall keep its proficiency, software, and equipment current to meet evolving industry standards and technology.

2.7 The Contractor shall give FEMA vehicles priority in areas covered under Presidentially Declared Disasters and/or emergencies. Required deadlines are subject to change along with the severity of the disaster. Contractor must be flexible and able to provide response/support for Presidentially Declared Disasters at a moment’s notice 24/7/365.

2.8 The Contractor’s labor estimates must not exceed the widely accepted industry standards for time-to-complete, such as the Motor Labor Guide, Chilton Labor Guide, or Mitchel.

2.9 The Contractor must utilize GSA schedule pricing (Category 81111) and/or obtain multiple quotes to the maximum extent practicable for Time and Material CLIN’s 0004 and 0005. The Contractor should exhaust all efforts to locate a GSA schedule vendor(s). If no GSA contract exists for that area or is not practicable, then the Contractor shall locate multiple vendors and obtain additional quote(s) on the repairs or maintenance. If at least three quotes cannot be obtained, then the Contractor shall document the actions under this section and notify the COR within 48 hours. If the Contractor obtains the appropriate number of quotes, the Contractor should provide these quotes to the COR for approval.

2.10 The Contractor will be given a Not to Exceed (NTE) amount/Ceiling Price of the CO- approved quote for CLIN’s 0004 and 0005 per Task Order. If at any time during performance of this contract, the Contractor has reason to believe that the total price to the Government for performing a Task Order under CLIN 0004 or 0005 will be greater than the stated ceiling price, the Contractor shall notify the Contracting Officer within 24 hours.

2.11 The Contractor shall repair vehicles and components to manufacturer specifications. The contactor shall use new original-equipment-manufacturer (OEM) Brand Name or equal parts. Parts must (1) not cause any violations of any existing warranties on the vehicles or components, (2) meet all safety requirements and (3) conform to manufacturer’s specifications. When OEM parts are not available, substitutions must be pre-approved by the CO through the COR in accordance with the task order and the procedure at FAR 52.211-6. If parts are salvaged or recapitalized, they must be pre-approved by the COR. Estimates and invoices must note if parts are: OEM, off-brand, new, and/or salvaged.

2.12 Contractor shall retain removed parts for 90 days on site for inspection by Government. The COR may waive this requirement if parts must be returned to manufacturer as part of a warranty or manufacturer recall requirement. Waiver must be in writing.

2.13 The Contractor shall be able to replace trailer and vehicle tires. Tires must conform to manufacturer specifications. Tires must conform to state and federal safety standards. The Contractor shall only replace tires with new original-rubber tires either produced by the following manufacturers: Goodyear, Michelin, Firestone, Bridgestone, or Toyo or equal.

When tires from these manufacturers are not available, substitutions must be pre-approved by the CO through the COR in accordance with the task order and the procedure at FAR 52.211-6. Tires are to be replaced within a maintenance schedule set forth by manufacturer recommendations and Government needs.

3.0 CLIN 0001 – FLEET MANAGEMENT & MAINTENANCE SUPPORT (Monthly Fee)

3.1 The Contractor shall provide remote fleet management support and expert maintenance support for a fleet of 600 + vehicles and trailers. The contractor shall provide unlimited technical support for maintenance issues for a wide array of vehicles to include (but not limited to) commercial trucks, tractors, trailers, generators, material handling equipment, fuel tankers, water tankers, environmental control units, and recreational vehicles. Technical support includes:

3.1.1 Troubleshooting maintenance issues with end users

3.1.2 Advising on parts substitutions where OEM parts are no longer available.

3.1.3 Researching technical questions regarding maintenance issues and service life extensions

3.1.4 Provide timely updates on the status of ongoing work.

3.1.5 Provide a detailed report of all open and closed work orders every two weeks.

3.2 The Contractor will return all Government equipment repaired in accordance with manufacturer’s specifications; Department of Transportation regulations; and Federal and State laws. Vehicles and trailers must be road worthy (able to pass state inspection and be licensed and insured). If the contractor is unable to comply with this requirement, they will notify the COR in writing.

4.0 CLIN 0002 – NATIONWIDE ROADSIDE ASSISTANCE (Per Call - Fixed Unit Fee)

4.1 The Contractor shall provide nationwide roadside assistance 24 hours a day, 7 days a week. Assistance will include a 24-hour call number, towing coordination services, and tire services.

4.2 The Contractor shall provide a tow/roadside to Operator’s location within four hours of roadside call.

4.3 The Contractor shall coordinate with the vehicle operator for required towing and roadside repair authorizations.

4.4 The Contractor shall coordinate with the vehicle operator no more than 4 hours from the time of the request until the time roadside assistance is made.

4.5 Roadside assistance CLIN shall be a fixed unit fee that is paid for all roadside assistance calls. Any repairs that can be completed on the road will be billed under CLIN 0005.

5.0 CLIN 0003 – REPAIR MANAGEMENT (Per Incident - Fixed Unit Fee)

5.1 The Contractor shall locate and coordinate with local shops when a repair is needed in any location in CONUS/ OCONUS and communicate with the Government. Location must be pre-approved by the government.

5.2 The Contractor shall communicate all requirements of repair to Government as information is received. The Government is responsible for approval of work orders/repairs.

5.3 Repair fee shall be a fixed unit priced fee that is paid every instance that the Contractor is needed to coordinate vehicle/equipment repair that cannot be repaired with roadside assistance. This CLIN will be used when CLIN’s 0004 and/or 0005 are used and paragraph 2.9 is adhered to.

6.0 CLIN 0004 – REPAIRS - NON-DISASTER (Time and Materials)

The Contractor shall provide the following services:

6.1 Automotive Repair –The repair and replacement of any of the mechanical or electrical components of a vehicle or trailer to include (but not limited to): the engine, transmission, brake system, fuel system, radiator, suspension system, or steering system.

6.2 Body Repair –The repair or replacement of any damage to the exterior or interior of the vehicle or trailer that is non-mechanical or non-electrical in nature. This includes (but not limited to) damage to the frame, windows, fender, panels, or paint job

6.3 Environmental Control Unit (ECU) Repair - The repair or replacement of any components of the environmental control unit associated with a vehicle or trailer.

6.4 Generator Repair –The repair or replacement of any components of the on-board generator associated with a vehicle or trailer.

6.5 Tire Replacement –Any labor associated with tire repair, replacement, balancing, mounting, or rotation.

6.6 Towing- Any labor and/or fee associated with towing a DECD vehicle/equipment.

The Contractor will return all Government equipment repaired in accordance with manufacturer’s specifications; Department of Transportation regulations; and Federal and State laws. Vehicles and trailers must be road worthy (able to pass state inspection and be licensed and insured). If the contractor is unable to comply with this requirement, they will notify the COR in writing.

6.7 The Contractor shall provide an estimate of costs prior to performing work. No work will be initiated until estimate is approved by the COR. If the contractor determines that costs will exceed the approved estimate, a new estimate shall be submitted. All estimates shall contain the following:

6.7.1 Identify the specific vehicle by license plate and vehicle identification number (VIN).

6.7.2 Detail specific damage or issues and propose remedies.

6.7.3 Itemize separately the costs of labor, towing, parts, and materials. Must note if parts are: OEM, off-brand, new, and/or salvaged.

6.7.4 Approximate number of hours of labor expected.

6.7.5 Identify estimated delivery date for repair.

6.7.6 Any additional costs beyond parts and labor must be identified, to include (but not limited to): parking/storage fees, tire disposal, battery disposal, oil disposal, etc.

7.0 CLIN 0005 – REPAIRS - DISASTER (Time and Materials)

The Contractor shall provide the following services:

7.1 Automotive Repair –The repair and replacement of any of the mechanical or electrical components of a vehicle or trailer to include (but not limited to): the engine, transmission, brake system, fuel system, radiator, suspension system, or steering system.

7.2 Body Repair –The repair or replacement of any damage to the exterior or interior of the vehicle or trailer that is non-mechanical or non-electrical in nature. This includes (but not limited to) damage to the frame, windows, fender, panels, or paint job.

7.3 Environmental Control Unit (ECU) Repair - The repair or replacement of any components of the environmental control unit associated with a vehicle or trailer.

7.4 Generator Repair –The repair or replacement of any components of the on-board generator associated with a vehicle or trailer.

7.5 Tire Replacement –Any labor associated with tire repair, replacement, balancing, mounting, or rotation.

7.6 Towing- Any labor and/or fee associated with towing a DECD vehicle/equipment.

The Contractor will return all Government equipment repaired in accordance with manufacturer’s specifications; Department of Transportation regulations; and Federal and State laws. Vehicles and trailers must be road worthy (able to pass state inspection and be licensed and insured). If the contractor is unable to comply with this requirement, they will notify the COR in writing.

7.7 The Contractor shall provide an estimate of costs prior to performing work. No work will be initiated until estimate is approved by the COR. If the contractor determines that costs will exceed the approved estimate, a new estimate shall be submitted. All estimates shall contain the following:

7.7.1 Identify the specific vehicle by license plate and vehicle identification number (VIN).

7.7.2 Detail specific damage or issues and propose remedies.

7.7.3 Itemize separately the costs of labor, towing, parts, and materials. Must note if parts are: OEM, off-brand, new, and/or salvaged.

7.7.4 Approximate number of hours of labor expected.

7.7.5 Identify estimated delivery date for repair.

7.7.6 Any additional costs beyond parts and labor must be identified, to include (but not limited to): parking/storage fees, tire disposal, battery disposal, oil disposal, etc.

8.0 DESCRIPTION OF DELIVERABLES

8.1 Contractor shall provide at a minimum a warranty on all labor and on all parts that covers at minimum 1 year or 24k miles, which ever condition is met first. For generators, the contractor must cover 500 hours of operation in lieu of mileage. The contractor will be liable for any damage caused to a vehicle or trailer due to improperly performed work or faulty parts.

8.2 Contractor shall provide proof of insurance. The policy shall provide for bodily injury and property damage liability covering the operation of all automobiles used in connection with performing the contract. Policies covering automobiles operated in the United States shall provide coverage of at least $200,000 per person and $500,000 per occurrence for bodily injury and $20,000 per occurrence for property damage. The amount of liability coverage on other policies shall be commensurate with any legal requirements of the locality and sufficient to meet normal and customary claims.

8.3 The Contractor shall provide invoices monthly for CLIN 0001 and for incident specific occurrences for CLIN 0002, CLIN 0003, CLIN 0004 and CLIN 0005. Invoices will be approved by the COR/CO. All invoices shall contain the following: in addition to the info required in the section entitled Invoices.

8.3.1 Itemize separately the costs of labor, towing, and materials. Must note if parts are OEM, off-brand, new, and/or salvaged.

8.3.2 The related vehicles license plate and vehicle identification number (VIN).

8.3.3 The number of hours of labor performed.

8.3.4 Any additional costs beyond parts and labor must be identified, to include (but not limited to): parking/storage fees, tire disposal, battery disposal, oil disposal, etc.