A04_SOW_Trailer_Inspection_FY26_updated_15_July_rev3.pdf

United States Department of the Interior

BUREAU OF LAND MANAGEMENT

Phoenix District Office 2020 E. Bell Rd

Phoenix, AZ 85022 www.az.blm.gov

Statement of Work Bureau of Land Management

Phoenix District Office D.O.T Annual Trailer Inspections

1. Objective:

The Bureau of Land Management (BLM) Phoenix District Office located at 2020 E. Bell Rd, Phoenix AZ, 85022 is looking to secure services to perform annual safety inspections of all trailers as required by BLM Fleet Program and Fleet Management Handbook H-1525-1.

The BLM’s Fleet Program and Fleet Management Handbook H-1525-1 requires compliance with Department of Transportation (DOT)/state annual vehicle and trailer inspections. All BLM-owned and leased trailers must meet state and federal inspection and certification safety requirements for commercial motor vehicles. Components identified as failing the inspection must be repaired or replaced with the end result being the vehicle/trailer passing the inspection.

Federal Motor Carrier Safety Administration (FMCSA), a division of DOT, requires commercial motor vehicles, including trailers, to be inspected annually. The inspection must include, at a minimum, the parts and accessories identified in Appendix G of the federal motor carrier safety regulations. The parts and accessories that must be inspected include—but are not limited to— brakes, lights, frame, tires, and other safety-related parts. DOT defines a commercial motor vehicle as any self-propelled or towed motor vehicle used on a highway in interstate commerce to transport passengers or property, and when the vehicle meets the following criteria:

• Has a Gross Vehicle Weight Rating (GVWR), Gross Combination Weight Rating (GCWR), gross vehicle weight, or gross combination weight of 10,001 pounds (4,536 kg) or more, whichever is greater; or

• Is designed or used to transport 8 or more passengers (including the driver) for compensation; or

• Is designed or used to transport more than 15 passengers (including the driver) and is not used to transport passengers for compensation (e.g., Hotshot crew carrier); or

• Is used to transport hazardous material in a quantity that requires placarding under 49 CFR, Subtitle B, Chapter I, Subchapter C (hazardous materials regulations).

GVWR is the value specified by the manufacturer as the loaded weight of a single motor vehicle.

GCWR is the value specified by the manufacturer as the loaded weight of a combination (articulated) motor vehicle. In the absence of a value specified by the manufacturer, GCWR is determined by adding the GVWR of the power unit and the total weight of the towed unit and any load thereon.

Phoenix District Office 2020 E. Bell Rd

Although some of the trailers’ GVWR is below 10,000 pounds, the gross combination weight of the trailer in conjunction with a towing vehicle would be above 10,000 pounds. Most trucks used to tow a 6,000-pound trailer have a GVWR over 10,000 pounds. For example, a Ford F-350 dual rear-wheel pickup truck has a GVWR of 11,300 pounds, or a combination unit such as a Ford F-160 pickup (with a GVWR of 7,200 pounds) towing a trailer with a GVWR of 2,801 pounds or more would both exceed the 10,001-pound threshold. Once the vehicle or combination vehicle exceeds 10,000 pounds, it is regulated and Federal Motor Carrier Safety Regulation Parts 390-396 and 399 apply.

The BLM requires that, whenever possible, inspections are performed by an Automotive Service Excellence (ASE)-certified mechanic, but at a minimum inspectors must meet the inspection qualifications under 49 CFR § 396.19, and in line with the requirements of 49 CFR § 396.19, provide evidence of inspector qualifications. A report must be prepared by the inspector documenting the results of the inspection. Trailers must have a copy of the inspection report placed inside a watertight cylinder on the trailer and have an inspection sticker affixed directly to the trailer with a copy of the inspection. A copy of the report filed with the local fleet manager and readily available upon request. All inspection stickers must include the following details:

• Date of inspection

• Name and address where the inspection report is maintained.

• Information uniquely identifying the vehicle inspected if not clearly marked on the motor vehicle.

• A certification that the vehicle passed the inspection.

If a trailer is not being used or deemed unserviceable by the ASE mechanic the trailer will be tagged OUT OF SERVICE, an annual inspection is not required. If the trailer is put back in use, an inspection is required prior to loading it and putting it back into service.

2. Specifications:

The Phoenix District Office needs 24 trailers to be D.O.T safety inspections and minor safety repairs completed to comply with policy. Due to the number of trailers requiring inspection, it would not be possible to transport such a quantity to a vendor’s location to be inspected, necessitating on-site inspection. The BLM needs a qualified D.O.T inspector/mechanic to accomplish on-site physical inspections/repairs at the District Office fleet-yard located, at the above referenced address.

General Service Statement of Work:

Trailer Inspection

• Complete full D.O.T Trailer Inspection on each BLM Trailer (See BLM Trailer List Attachment)

• Inspect and replace/repack all wheel bearings as necessary

Phoenix District Office 2020 E. Bell Rd

• Document Repairs on DOT Annual Inspection Form (See Attachment)

• Install Current D.O.T Inspection Sticker on trailer frame near the hitch.

Trailer Repairs (if Required)

Safety repairs identified in the D.O.T Inspection must be documented and a quote provided to the identified BLM COR. The COR will review and approve all safety inspection maintenance repair estimates and quotes prior to the CO authorizing repairs.

Work Order: A written notice to proceed will be issued by Contracting Officer to the Contractor stating if/when the work is to begin. Work must be completed by the ending period specified by Contracting Officer.

Workmanship Requirements:

The installation of parts shall be accomplished to avoid damaging the hardware or the mounting surface after fabrication. All parts shall be cleaned of the following: smudges, loose, spattered, or excess welding, metal chips, or filings or any other foreign material which might detract from the intended operation, function, or appearance of the apparatus or its equipment. This would include and particles which could loosen or become dislodged during the normal expected life of the equipment. Whenever possible, this cleaning shall take place before the parts are assembled.

Threaded parts or devices shall show no evidence of cross-threading, mutilation, or detrimental burs. All screw type and rivet fasteners shall be tight to all no relative movement between the attached parts. All bolts and screws shall not be tightened in excess of the SAE torque standard established for the grade, screw, and thread type.

3. Contract Type:

The government anticipates awarding one Firm Fixed Priced (FFP) contract to the vendor that meets all the requirements herein.

4. Period of Performance:

The period of performance for this contract shall be a base period of one-year plus four option years. All work shall begin within 30 days from the date of award and shall not exceed a total of 120 business days.

Base: 08/2026 – 12/2026 Option Year 1: 08/2027 – 12/2027 Option Year 2: 08/2028 – 12/2028 Option Year 3: 08/2029 – 12/2029 Option Year 4: 08/2030 – 12/2030

Phoenix District Office 2020 E. Bell Rd

5. Delivery and Performance Location:

Work shall be accomplished during normal business hours. Any work required to be performed outside normal business hours shall be discussed and coordinated with the Contracting Officer Representative (COR) prior to work being performed.

All work shall be performed at the Phoenix District office wareyard located at 2020 E. Bell Rd, Phoenix AZ, 85022.

All work shall be completed Monday – Friday from 7 am – 4pm.

6. Project Management:

The contractor will provide overall project management and coordination to remove and dispose of all identified items.

The Contractor shall identify and provide a single point of contact (POC) to provide overall management and supervision during the period of performance of this contract.

All pertinent communications should be written or confirmed in writing. The single POC shall attend and participate in necessary progress meetings and write notes pertaining to the meeting(s). The notes shall be scribed into meeting minutes with action items clearly defined, with distinct due dates, and distributed to all designated BLM representatives.

7. Kick-Off Meeting:

The Contractor and the COR shall meet for a mandatory kick-off meeting upon execution of the award.

During this meeting all questions shall be addressed along with determination of execution of the requirements. The contractor shall provide to the COR a list of personnel who will be working at the job site within three (3) calendar days from award. The contractor shall work with the COR to coordinate access to each location.

8. Government Holidays:

The Contractor agrees to observe the following Government holidays for onsite personnel:

New Year’s Day Martin Luther King Jr. Day Presidents’ Day Memorial Day Juneteenth Day Independence Day Labor Day Columbus Day Veterans Day Thanksgiving Day Christmas Day

The Contractor shall observe any other day designated by Federal statute, Executive Order or the Presidential proclamation. When any such day falls on a Saturday, the preceding Friday is observed; when any such day falls on a Sunday, the following Monday is observed. All personnel assigned to perform under this contract shall limit their observation of holidays to those set forth above.

9. Recycling, Trash Removal and Disposal:

The contractor shall clean up and dispose of waste materials or trash in accordance with this paragraph and full applicable federal, state, and local regulations, standards, codes, and laws. The selected contractor shall at all times keep the job site clean, including staging and storage areas used by the contractor, free from

Phoenix District Office 2020 E. Bell Rd accumulations of waste material or trash. This material must be removed daily as to deter accumulation of debris. Prior to completion of the work, the selected contractor shall remove from the vicinity of the work, all shipping containers, packing, trash, unused materials, and other like material, belonging to the selected contractor or used under the selected contractor 's direction. Waste material shall be disposed of by removal from job site.

13. PROTECTION

Any accidental damage incurred to existing conditions will be responsibility of the contractor to repair or correct.

14. STANDARDS OF CONDUCT

The contractor shall maintain satisfactory standards of employee competency conduct cleanliness, appearance and integrity and shall be responsible for taking such disciplinary action with respect to employees as many be necessary. Each contractor employee shall adhere to standards of conduct that reflect credit on themselves, their employer, and the BLM. The BLM reserves the right to direct the contractor to remove an employee from the worksite for failure to comply with the standards of conduct.

The contractor shall immediately replace such an employee to maintain continuity of services at no additional cost to the BLM.

15 SAFETY, HEALTH AND ENVRONMENTAL MANAGEMENT

The contractor shall take all reasonable and proper safety precautions to prevent death or injury to any person or damage to any property at the specific location, and in particular all equipment used by the Contractor shall be used in such a manner and maintained so as to minimize the danger of accident, death, injury, loss or damage arising from the use of such equipment. In addition to relevant statutory requirements, standards and other provisions of this Contract, the Contractor shall have the following requirements:

• The Contractor’s personnel shall be knowledgeable with and adhere to all relevant occupational health and safety regulations.

• Ensure that the Contractor’s personnel comply with all safety procedures and requirements.

• Ensure that the Contractor’s personnel are adequately trained and instructed in the safe and correct usage, handling and operation of materials and equipment relevant to the task order requirements.

• Ensure the Contractor’s personnel are certified as having completed occupational health and safety training and have been issued all the necessary Personal Protection Equipment (PPE).

16. QUALITY CONTROL PLAN

The contractor shall develop and maintain an effective quality control program to ensure requirements are provided in accordance with this SOW. The plan shall address the contractor's processes to ensure quality control during performance of services. The contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The contractor’s quality control program is the means to assure work complies with the SOW and terms and conditions on contract/task orders. Throughout the life of this contract any proposed changes will be provided to the CO for written approval.

17. INSPECTION

Phoenix District Office 2020 E. Bell Rd

CORs will be responsible for inspection and acceptance upon completion of work.

18. WARRANTY

Disclaimers and Limitations: Manufacturer's disclaimers and limitations on product warranties do not relieve contractor of warranty on Work that incorporates products. Manufacturer's disclaimers and limitations on product warranties do not relieve suppliers, manufacturers, and subcontractors required to countersign special warranties with contractor.

Related Damages and Losses: When correcting failed or damaged warranted product, the contractor will be responsible for removing and replacing.

Reinstatement of Warranty: When work covered by warranty has failed and been corrected by replacement or rebuilding, reinstate warranty by written endorsement. Reinstated warranty shall be equal to original warranty with equitable adjustment for depreciation.

Replacement Cost: Upon determination that work covered by warranty has failed, replace or rebuild work to acceptable condition complying with requirements of contract terms and conditions. Contractor is responsible for cost of replacing or rebuilding defective work regardless of whether BLM has benefitted from use of work through portion of its anticipated useful service life.

Expressed Warranties: Expressed warranties made to BLM are in addition to implied warranties and shall not limit duties, obligations, rights, and remedies otherwise available under law. Expressed warranty periods shall not be interpreted as limitations on time in which BLM can enforce such other duties, obligations, rights, or remedies. Expressed warranties made to BLM shall not deprive BLM of other rights the BLM may have under other provisions of contract documents and are in addition to and run concurrent with other warranties made by contractor under requirements of contract documents.

Rejection of Warranties: BLM reserves right to reject warranties and to limit selection to products with warranties not in conflict with requirements of contract documents.

Contract Documents: Where contract documents require special warranty, or similar commitment on work or part of work, Government reserves right to refuse to accept work, until contractor presents written evidence that entities required to countersign such commitments have done so or are willing to do so.

19. CONTRACTING OFFICER AUTHORITY

The BLM Arizona State office CO shall be the only individual authorized to modify any terms and conditions of this contract.

20. CONTRACTING OFFICER REPRESENTATIVE (COR)

Designated COR/POC will be appointed at each location will participate in administration of this contract specifically to evaluate contractor performance and inspect and accept the final product for the Government.

This designation does not include authority to modify or amend the terms of this contract. In no event shall any understanding or agreement, contract modification, change order, waiver, or other matter in deviation from the terms of this contract between the Contractor and a person other than then a warranted CO be effective or binding upon the Government. All such actions must be formalized by a proper contractual document executed by the CO. The contractor shall not take direction of any contract revisions without the

Phoenix District Office 2020 E. Bell Rd written authority of the CO. Upon designation the CO will notify the contractor in writing of names, duties, and limitations of appointed CORs. Acceptance of all work and effort under this contract (including “Reporting Requirements”, if any) shall be accomplished by the CO or the designated COR.

All technical questions concerning this requirement shall be directed to the designated COR. The CO and the COR are the sole point of contacts for all technical and contractual discussions or issues regarding task order requirements and its intent and execution. The contractor shall take no direction verbal or otherwise from any other BLM employee other than the CO and/or COR. The COR(s) do not have the authority to modify, or in any way amend the prices, terms, or conditions of the contract.

The Contractor shall be responsible for notifying the COR of any work or situation to be performed in a functional area under his/her control that would tend to disrupt the conduct of normal Government business or the normal operation of equipment or systems. The Contractor shall notify the COR at least two working days in advance of such work. Notification of such work shall include the type of work to be done and the estimated completion date. The Contractor shall reschedule any work that the COR deems necessary to avoid unnecessary disruptions in the Government’s business.

21. CHANGES

Any changes or alterations requesting additional items to be moved or additional services must be approved by the CO in writing prior to acceptance and performance by the contractor.

22. KEY PERSONNEL

The contractor shall assign a Project/Program Manager designated as key personnel on this contract. the contractor shall make no substitution of this key personnel unless the substitution is necessitated by illness, death, termination of employment, or otherwise approved by the CO. The contractor shall notify the CO within one (1) business day after the occurrence of any of these events and provide information required below. The contractor shall provide an explanation of the circumstances necessitating the proposed substitution, complete resume for the proposed substitutes and any additional information requested by the CO. Proposed substitutions should have comparable qualifications to those of the persons being replaced.

The CO will notify the contractor within one (1) business day after receipt of all required information of the decision on substitutions.

23. BADGING REQUIREMENTS

All contractors will be issued a visitors’ badge while on location. The government COR will work with the contractor and COR/POC for each government location to ensure that all contract employees have a visitors’ badge, and all performance is being completed in accordance with this contract.

24. REGULATORY REQUIREMENTS

Project materials and execution shall comply with the following:

1. Americans with Disabilities Act (ADA)

2. All documents must be 508 Compliant

3. NFPA 101 - National Life Safety Code

4. 49 CFR § 396

Phoenix District Office 2020 E. Bell Rd

5. FCC 47 CER 68

6. Applicable laws, rules, mandates, directives and regulations of federal and state and local governmental agencies

7. FISMA, Federal Information Security Management Act,

8. NIST, National Institute of Standards and Technology

9. DHS, Department of Homeland Security The Contractor shall follow Section 889 of the John S. McCain National Defense Authorization Act (NDAA) for Fiscal Year 2019 (P.L. 115-232 [PDF, 789 pages]) and the Federal Acquisition Regulation (FAR) Case 2018-017 prohibit the purchase of covered telecommunications equipment and services from vendors who sell products containing spyware. These devices could pose a threat to U.S. security by spying on or disrupting communications within the U.S. when procuring materials for this project.

25. DELIVERABLES

1. Certificate of Insurance (COI): Contractor shall submit their COI

2. Project Schedule: Contractor shall submit their estimated schedule prior to beginning work.

3. Product data sheets and specifications: Contractor shall submit all proposed product data sheets and product specifications prior to procurement.

4. Copies of all D.O.T. inspection documentation

5. Copies of all repair documents

6. D.O.T. Inspection stickers on all trailers inspected

7. Inspectors D.O.T. inspection qualification(s)

26. ATTACHMENTS

a. VEHICLE CHART

Plate Number Serial Number Number of Axles Location I001602T 7HCBD1425MB020222 Dual Phoenix District Office I002819T 4T9B12021PF400085 Dual Phoenix District Office I59064T 4ZEDK2226J1153172 Dual Phoenix District Office I59070T 4ZEGP3622J1156519 Dual Phoenix District Office

I002421T 3CV1U2020N2637889 Dual Phoenix District Office I423681 91BLMI423681 Dual Phoenix District Office

L001421T 3CVU20812J2579068 Single Casa Grande Office I001424T 3CVU60815L2603693 Single Casa Grande Office I002422T 3CV1U181XN2637887 Single Casa Grande Office I002423T 3CV1U1811N2637888 Single Casa Grande Office I424639 16HPB162X8A028795 Dual Casa Grande Office

I000612T 3CVU7121XJ2579920 Single Barry M Goldwater Compound I002348T 3CV1U1217N2637886 Single Barry M Goldwater Compound

Phoenix District Office 2020 E. Bell Rd

I276988 BLMPFO020111301 Single Barry M Goldwater Compound I56707T 4HXSU0810FC175527 Single Barry M Goldwater Compound I266341 1K9FA1216N090816 Single Phoenix District Office I423097 1Z9HC302640058709 Dual Phoenix District Office I49209T 4HXDT12249C143946 Dual Phoenix District Office I56730T 53BLTEA12GF014449 Single Phoenix District Office I59028T 1A9BU1021HT751403 Dual Phoenix District Office

M009039 98822607 Single Phoenix District Office I001389T 16HB20278A028204 Dual Phoenix District Office I49119T 1ZCF13013BZ337705 Dual Phoenix District Office

I003107T 4ZEUT1823J1144816 Dual Phoenix District Office