Draft SOW Protective Equipment Fleet Maintenance posted on SAM.gov 11.2.26.docx

RFI # 70US0927RFI0001

DRAFT STATEMENT OF WORK (SOW)

Protective Equipment Fleet Maintenance Part 1

1. Introduction: The United States Secret Service (USSS) Technical Security Division (TSD) operates and maintains a vehicle fleet with heavy-duty diesel trucks to deliver protective equipment for the President and other protectees. This non-personal services contract outlines the requirements and scope of work for the preventive maintenance, repair, and lifecycle support services for diesel vehicle maintenance. This contract will cover all necessary services to ensure the readiness, reliability and long-term operational performance of these vehicles used for daily operations and logistics. The Government shall not exercise any supervision or control over the contract service providers performing the services herein. Such contract service providers shall be accountable solely to the Contractor who, in turn is responsible to the Government.

1.1 Background: TSD requires comprehensive, reliable, and timely maintenance and repair services for its fleet of heavy-duty vehicles. The division has eleven (11) Kenworth box trucks and A-frame trucks that require continuous maintenance to ensure that they are in top operating condition 24 hours a day, 365 days a year. These vehicles are critical enablers to the protective mission of the USSS. Any cost incurred to educate service technicians with the necessary knowledge or certifications to maintain the vehicles will be the sole expense of the Contractor.

1.2 Objectives: The objective of this contract is to ensure all fleet vehicles remain in safe, fully operational, and mission-ready condition. TSD requires responsive corrective and preventative maintenance to minimize vehicle breakdown and program cost while maximizing the mean time between failure.

1.3 Scope: The Contractor shall provide all labor, facilities, equipment, diagnostic tools, parts, materials, and non-personal services required to perform preventive maintenance, corrective maintenance, unscheduled repairs, troubleshooting, annual inspections, including Department of Transportation (DOT) inspections, and lifecycle support for up to eleven (11) Government-owned diesel vehicles located at Andrews Air Force Base. Additional vehicles may be added to the vehicle list during the period of performance. Services shall ensure vehicles remain operational, compliant with applicable manufacturer standards, and ready for deployment. The Contractor shall act in an advisory capacity to recommend maintenance best practices. The Contractor shall provide necessary vehicle components and systems, manage parts, recommend maintenance best practices, and perform all specific tasks identified in this Statement of Work.

The current fleet consists of eleven (11) heavy-duty diesel trucks. The Contractor must be fully equipped to service the following Kenworth trucks:

· seven (7) box trucks

· four (4) A-frame trucks vehicles.

Refer to Appendix A Vehicle List for specific models. The Contractor shall have the proper technician certification to maintain manufacturer warranty; the Kenworth authorized technician must have the OEM diagnostic tool and software to perform preventative and corrective maintenance.

Note: A complete and finalized Appendix A Vehicle List that includes Vehicle Identification Numbers (VINs) will be provided at the time of award.

1.4. Specific Tasks:

1.4.1 Preventive Maintenance (Firm Fixed Price): The Contractor shall develop and implement a routine preventive maintenance plan for all vehicles listed in Appendix A Vehicle List. At a minimum, the Contractor shall service each vehicle on a quarterly schedule, total of four (4) service visits in a year. Each service visit shall result in a work order summary with any lifecycle management recommendations, including if vehicle repair costs more than its operational value. Services shall include, but are not limited to:

· Quarterly Services

· Fluid and Filter Changes: Engine oil, transmission fluid, coolant, differential, and diesel exhaust fluid (DEF) systems. Replace all corresponding filters (oil, fuel, air, cabin).

· Air Brake Systems: Comprehensive inspection of air compressors, lines, slack adjusters, drums, linings, and air dryers. Purge tanks and test for leaks.

· Chassis and Drivetrain: Lubricate all grease zerks, inspect suspension components, steering linkages, u-joints, and shocks.

· Electrical and Diagnostics: Check batteries, alternators, and starters, and perform a computerized scan for pending/historical Diagnostic Trouble Codes (DTCs).

· Annual Services

· Annual DOT Safety Inspection: Inspect tires (tread depth and pressure), wiper blades, all exterior/interior lighting, horn, and seatbelts in accordance with DOT standards.

· Fluid Analysis: Conduct oil and coolant sampling/analysis to predict internal engine wear.

· Seasonal Prep: Winterization or summer readiness protocols specific to diesel-powered vehicles operating in the agency's geographical region.

1.4.2 Corrective Maintenance (Firm Fixed Unit Price) & Unscheduled Repairs (Time and Materials): The Contractor shall diagnose and repair unexpected mechanical or electrical failures for all vehicles listed in Appendix A Vehicle List.

· Common Corrective Maintenance (Firm Fixed Unit Price): For common failures listed in Attachment 1 CLIN pricing details, the Contractor shall provide an estimate to repair/replace each component. Tasks under this description are replacement of the following items: throttle sensor, fuel pump, battery, AC compressor, front differential gear assembly, and rear air brake bag. Cost to repair these components may not exceed the cost of replacement.

· Unscheduled Repairs (Time and Materials): For unforeseeable failures not listed in Attachment 1 CLIN pricing details, the Contractor shall provide an estimate at the time of vehicle diagnosis.

1.4.2.1 Estimates: Prior to commencing any corrective maintenance or unscheduled repair actions, the Contractor shall provide a detailed written estimate (parts and labor) to the Contracting Officer Representative (COR) and Technical Point of Contact (TPOC) utilizing Attachment 1 prices. The COR will provide the written approval. All estimates for labor shall utilize the agreed labor rates in Attachment 1 CLIN pricing details. If the Contractor determines that actual costs are expected to exceed the USSS pre-approved estimate, the Contractor shall immediately notify the COR and TPOC in writing and provide a revised detailed estimate identifying the reason for the increase, the additional parts and/or labor required, and the anticipated total cost. The Contractor shall not incur costs in excess of the approved estimate or continue work beyond the approved scope without prior written authorization from the COR. The USSS will not reimburse costs exceeding the pre-approved estimate.

1.4.2.2 Repair Scope: Capabilities must cover engine overhaul/repair, transmission replacement/repair, fuel system diagnostics (injectors, pumps), emissions systems Diesel Particular Filter (DPF) and Exhaust Gas Recirculation (EGR) cleaning and replacement, Heating, Ventilation, and Air Conditioning (HVAC) systems, suspension, drivetrain, hydraulic/pneumatic systems, and air bag replacement.

1.4.2.3 Vehicle Delivery and Towing: The Government will be solely responsible for towing and transportation of disabled vehicles to the Contractor’s facility, unless the Government requests towing services. The Contractor shall include any requested towing services in the repair estimate for COR/TPOC approval. The Contractor shall be responsible for vehicle intake and secure storage upon the vehicle’s arrival. The Government will be responsible for picking up the vehicle once services have been rendered.

1.4.2.4 Mobile Mechanic Services: The Contractor shall provide mobile mechanic capabilities to conduct on-site unscheduled repairs, diagnostics, and triage at Government locations, including secure facilities and military installations.

· Base Access & Security: Contractor personnel dispatched to the field must be capable of passing required background checks and meeting all security/badging requirements necessary to gain escorted access to restricted military or federal sites. Contract employees who provide support in Non-IT Low Risk positions must have undergone a minimum of a Tier 1/NACI (National Agency Check and Inquiries) or a higher level favorable Public Trust background investigation within the last five (5) years. At a minimum, the Contractor shall submit to the COR the following completed documentation for each contract employee requiring access to US Secret Services controlled access facilities:

· DHS-11000-25: Contractor Fitness/Security Screens Request Form

· SSF 4024: US Secret Service Non-Disclosure Agreement

· SSF 3230A: Disclosure and Authorization Pertaining to Consumer Reports Pursuant to the Fair Credit Report Act

· Form 14767: Consent to Disclose Tax Compliance Check (IRS Tax Form)

1.4.2.5 Response Time: All requests during business hours, Monday through Friday 7AM to 5PM Eastern Standard Time, shall receive a response from the Contractor within four (4) hours with same day vehicle receiving and diagnosis. Any request outside of business hours (including weekends and federal holidays) shall receive a response from the contractor within eight (8) hours and next calendar day vehicle receiving and diagnosis, at the maximum. If mobile mechanic services are required, the Contractor must promptly dispatch a fully equipped mobile service vehicle within 24 hours of notification.

1.5 Requirements Table: See Attachment 1: CLIN pricing details for further breakdown of the values below.

BASE YEAR

OPTION YEAR 1

OPTION YEAR 2

OPTION YEAR 3

OPTION YEAR 4

Firm Fixed Unit Price (FFUP) CLINs: See Attachment 1 CLIN pricing details for common components that may fail and require replacement or repair. The guaranteed minimum per FFUP CLIN is $5,000 (this minimum does not reset for each period of performance). The ceiling amount for each FFUP CLIN is the funded amount for each period of performance. Payment under FFUP CLINs is only for services/parts that meet the purchase order requirements and are pre-approved and accepted by the USSS. The Contractor is required to notify the Contracting Officer and the Contracting Officer’s Representative in writing when it has consumed 75% of the FFUP CLIN ceiling amount.

Time and Material (T&M) CLINs: The not-to-exceed ceiling amount will be the obligated amount at the time of award (or the obligated amount for a subsequent option year exercise). If the Contractor exceeds the ceiling price identified on the T&M CLIN(s) within the order, the Contractor does so at its own risk. Payment under T&M CLINs is only for services/parts that meet the purchase order requirements and are pre-approved and accepted by the USSS. The Contractor is required to notify the Contracting Officer and the Contracting Officer’s Representative in writing when it has consumed 75% of the T&M CLIN ceiling amount.

1.6 General Information:

1.6.1 Period of Performance:

1.6.2 Place of Performance: The work will be performed primarily at the Contractor’s facilities, which must be located within a 50-mile radius of the USSS facility in Joint Base Andrews. Address: 1832 Robert M Bond Dr, Andrews AFB, MD 20762.

1.6.3 Hours of Operation: The Contractor is responsible for conducting business, between the hours of 7AM to 5PM EST, Monday through Friday except Federal holidays or when the Government facility is closed due to local or national emergencies, administrative closings, or similar Government-directed closings. For emergency/mission-critical failures, the Contractor must be capable of providing emergency mobile response outside of normal working hours, including weekends and federal holidays, subject to prior authorization by the COR.

1.6.4 Type of Contract: The Government will award a hybrid purchase order that includes Firm Fixed Price (FFP), Firm Fixed Unit Price (FFUP), and Time and Materials (T&M) CLINs. See SOW section 1.5.

1.7 Applicable Wage Determination: The Department of Labor Service Contract Labor Standards (SCLS) Wage Determination #2015-4281, Revision 39, Dated: August 22, 2026, applies to this purchase order.

Applicable SCA Occupation Codes:

1.8 Privacy Act: N/A

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 equipment and materials shall be secured.

1.10 Key Personnel: The Contractor shall provide a point of contact (POC) who shall be responsible for the fleet maintenance services. The name of this person and an alternate who shall act for the Contractor when the manager is absent shall be designated in writing to the contracting officer. The POC or alternate shall have full authority to act for the Contractor on all contract matters.

1.11 Identification of Contractor Employees: All contract personnel attending meetings 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.

1.12 Contractor Travel: Not applicable.

1.13 Other Direct Costs: Not applicable.

1.14 Data Rights: Not applicable.

1.15 Organizational Conflict of Interest: Contractor and subcontractor personnel performing work under this contract may receive, have access to or participate in the development of proprietary or source selection information (e.g., cost or pricing information, budget information or analyses, specifications or work statements, etc.) or perform evaluation services which may create a current or subsequent Organizational Conflict of Interests (OCI) as defined in FAR Subpart 9.5. The Contractor shall notify the Contracting Officer immediately whenever it becomes aware that such access or participation may result in any actual or potential OCI and shall promptly submit a plan to the Contracting Officer to avoid or mitigate any such OCI. The Contractor’s mitigation plan will be determined to be acceptable solely at the discretion of the Contracting Officer and in the event the Contracting Officer unilaterally determines that any such OCI cannot be satisfactorily avoided or mitigated, the Contracting Officer may affect other remedies as he or she deems necessary, including prohibiting the Contractor from participation in subsequent contracted requirements which may be affected by the OCI.

1.16 Invoicing: Invoices under this contract shall be submitted quarterly and in accordance with 3052.1107-70 Electronic Submission of Payment Requests.

1.17 United States Secret Service (USSS) Points of Contact:

Lauren Flader Contracting Officer’s Representative (COR) Lauren.Flader@usss.dhs.gov

Peter Lawler Technical Point of Contact (TPOC) Technical Security Division Representative Peter.Lawler@usss.dhs.gov

Yu-Jin Kim Contracting Officer Yu-Jin.Kim@usss.dhs.gov

Sarah Diamond Contract Specialist Sarah.Diamond@usss.dhs.gov

PART 2

DEFINITIONS & ACRONYMS

2. Definitions and Acronyms:

2.1. Definitions:

2.1.1. CONTRACTOR. A supplier or vendor awarded a contract to provide specific supplies or service to the Government. The term used in this contract refers to the prime.

2.1.2. CONTRACTING OFFICER (C.O.). A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the Government. Note: The only individual who can legally bind the Government.

2.1.3. DELIVERABLE. Anything that can be physically delivered but may include non-manufactured things such as meeting minutes or reports.

2.1.4. KEY PERSONNEL. Contractor personnel that are evaluated in a source selection process and that may be required to be used in the performance of a contract by the Key Personnel listed in the SOW. When key personnel are used as an evaluation factor in best value procurement, an offer can be rejected if it does not have a firm commitment from the persons that are listed in the proposal.

2.1.5. PHYSICAL SECURITY. Actions that prevent the loss or damage of Government property.

2.1.6. VEHICLE UPFITTING. The process of modifying or customizing a vehicle to meet specific operational needs.

2.2. Acronyms:

PART 3

GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3. GOVERNMENT FURNISHED ITEMS AND SERVICES:

3.1. The Government will provide the vehicles for services and maintenance.

PART 4

DELIVERABLES SCHEDULE

Deliverable

Preventive Maintenance Plan

SOW Subsection 1.4.1

APPENDIX A

Vehicle List