A11 SOW for RFI.docx

Statement of Work SOW FY24 DFAS-IN Material Handling Vehicle Maintenance

1.0 Purpose: The purpose of this contract is to provide quarterly maintenance for material handling vehicles for Defense Finance and Accounting Service-Indianapolis (DFAS-IN), 8899 East 56th Street, Indianapolis, IN 46249 and applicable off-site warehouse(s). This effort is to establish a maintenance contractor to keep vehicle operations running as efficiently as possible. DFAS currently has 14 (fourteen) vehicles that include electric pallet jacks, electric forklifts, and electric EZ-GO carts. There is currently no established maintenance contract in place, as such, this is deemed a new requirement.

2.0 Scope: The contract will consist of two components: scheduled routine and preventative maintenance and unscheduled maintenance. Preventive maintenance of DFAS-Indianapolis’s material handling vehicles shall follow each manufacturer’s maintenance schedule while conforming to planned quarterly contract performance as well as general maintenance items when deemed applicable. Preventative maintenance schedules include but is not limited to, the following: parts and labor for typical maintenance items (ie. fluid/oil/air filters, coolant, OEM recommended hydraulic fluid, general lubricants, etc.) Further detail is provided under 2.1.0 below. Service and repairs above and beyond typical maintenance items will be approved by the COR, prior to initiation of work. Work shall consist of, but not be limited to, the repair, modification, and scheduled planned maintenance on equipment.

2.1 Current Vehicle List: Below is the list of current vehicles and serial numbers of DFAS’s material handling equipment. DFAS reserves the right to add or subtract the number of units.

Off-Site Warehouse Location:

FL Toyota 69481 Model # 7FBCU15 Yale A814V01753T Model # ERCO30AFN365E084 Pallet Jack WF4536192001 Model # WF45C Pallet Jack WF4536192002 Model # WF45C

Bean Center Warehouse:

FL Toyota 62760 Model # 7FBCU15 FL Toyota 10341 Model # 8FBES15U FL Hyster C114V06779P Model # E30XL EZ-GO Cart 209-861 Model # B0-210-36 EZ-GO Cart 209-862 Model # B0-210-36 Electric Pallet Jack 101-99-10007 Model # M90004S24CHPA Electric Pallet Jack 101-99-10007 Model # M90004S24CHPB

Mailroom:

EZ-GO Cart 209-860 Model # B0-210-36 EZ-GO Cart 1685665 Model # B0-210-36 EZ-GO Cart 209-863 Model # B0-210-36

2.1.0 Preventative/Planned Maintenance: This contract covers Firm Fixed Price quarterly planned professional maintenance for the following vehicles: Forklifts, EZ-GO Carts, and Electric Pallet Jacks. Any additional unscheduled repair services shall be performed on an on-call basis, utilizing a Cost or Time & Materials CLIN. General planned maintenance includes labor, travel time, mileage, all applicable waste material disposal as a fixed fee. Material Handling Vehicle maintenance includes, but is not limited to the below services when applicable to each item:

2.1.1 Check fluid levels/add as needed:

2.1.2 Check Conditions – Wear/Damage:

2.1.3 Lube and Latches:

2.1.4 Check Operation:

2.2 Material/Parts Cost: Costs of replacement parts for both preventative maintenance items and time and material parts will be provided at cost (shipping included).

2.3 Time and Material: The timep and material portion of this contract includes an hourly rate for any other repair or service not deemed general maintenance or needed unscheduled service. The hourly rate will include travel time, all waste material disposals, and hazardous material disposal.

· Any service required above and beyond normal manufacturer preventative maintenance will require an estimate to be approved by the Contract Officer Representative before any work is performed. Any work performed above preventative maintenance must be billed on a separate invoice. The cost of providing the estimate will be at no charge to DFAS.

· Response time to unplanned repairs/service calls shall be within two business days unless otherwise noted/agreed upon.

2.3.1 Major Unscheduled Repairs: In addition, the Government reserves the right to get a second estimate for major repairs.

2.5 Maintenance History: The Contractor will make available a maintenance history for each piece of equipment covered under this agreement. The maintenance history should include date of service, detailed description of problem, parts replaced, and cost of repair, etc.

2.5.1 Service Documentation: Before leaving the job site the contract will present a written summary of the work performed and obtain the government’s signature thereon.

2.6 Warranty: All service, parts, and labor, is warranted for 30 days. This provision in no way alters the manufacturers’ warranty.

2.7 Personnel Considerations: All work must be performed in such a manner as not to inconvenience building occupants. The Contractor shall determine the normal working conditions and activities in progress and shall conduct the work in the least disruptive manner.

2.8 Safety: The Contractor shall at his own expense, wherever necessary or required, furnish safety devices, and take such other precautions as may be necessary to protect life and property.

3.0 Location of Performance: Defense Finance and Accounting Service-Indianapolis, 8899 East 56th Street, Indianapolis, IN 46249 as well as our Post Rd. Warehouse at 3250 N Post Road, Indianapolis, IN 46226.

3.1 Location Change: The 3250 N Post Road warehouse lease is coming to an end in April 2024. The next warehousing location has not been determined, but it will be in Indianapolis or the surrounding area.

4.0 Period of Performance: The contract service shall be commence by July 01, 2024 through June 30, 2025. Four one-year option years will included from:

July 01, 2025 – June 30, 2026 July 01, 2026 – June 30, 2027 July 01, 2027 – June 30, 2028 July 01, 2028 – June 30, 2029

5.0 Recognized Holidays: The following are recognized US federal holidays:

New Year’s Day Martin Luther King’s Birthday President’s Day Memorial Day Juneteenth Independence Day Labor Day Columbus Day Veteran’s Day Thanksgiving Day Christmas Day

6.0 Contractor Supplied Items: The Contractor shall do all the work and furnish all the materials, tools, equipment, and safety devices necessary to perform work in the manner within the time specified.

6.1 Testing: The Contractor shall perform a test of all repaired vehicles to ensure proper operation before maintenance is considered complete. Testing will be conducted in the presence of DFAS-IN Site Support Office personnel.

7.0 Submittals:

The Contractor is required to submit the following reports and records:

7.1 Training Certificate: The contractor’s personnel shall provide an applicable training certificate.

8.0 Qualification: Contractor must possess and demonstrate a working knowledge of the material handling vehicles and their systems. The work staff shall consist of qualified persons completely familiar with the products and equipment they shall use.

9.0 Security (Applies to Contractor and any Sub-Contractors):

9.1 The contractor shall provide full name (Last, First and Middle), social security number, place of birth, date of birth, country of birth, home phone number, work phone number and email address of all individuals requiring facilities access to perform work in accordance with this statement of work.

9.1.1 The Contractor shall provide this list within three days after contract award.

9.2 Contractor employees identified as requiring access to the facility are required to complete the SF-85, Questionnaire for Non-Sensitive Positions and a FD258 Fingerprint card, for a pre-appointment background investigation. The SF-85 Questionnaire is an electronic document that must be completed on line (e-QIP). Necessary information to access the SF-85 on the website will be provided directly to the employees identified. The FD258 fingerprint card will be provided and actual fingerprinting will be done by DFAS-IN security personnel.

9.2.1 Contractor employees must complete the SF-85 and a FD258 within three days after notification from the DFAS Security Office.

9.2.2 Contractor employees must have a favorable National Agency Check with Inquiries (NACI) investigation to obtain a DFAS Contractor Unescorted Entrance Badge before contract performance can begin.

9.3 Badges must be worn and displayed above the waist at all times while at DFAS-IN. Contractor employees will be escorted by security personnel at all times during contract performance in designated restricted areas.

9.4 Security Search: All contractor personnel, their vehicles, and other property entering, leaving and while within the confines of DFAS-IN, shall be subject to search/inspection.

10.0 Safety:

10.1 All Contractor personnel shall comply with the Standard Industry of Indiana State Codes.

10.2 Contractor shall be responsible and accountable for the safety and actions of their employees while working on site IAW standard OSHA requirements.

10.3 Contractor personnel must also comply with all DFAS safety requirements.

10.3.1 The DFAS Safety Manager is responsible for ensuring contractor is aware of local safety requirements.

11.0 Normal Hours of Operation: Work hours shall be Monday thru Friday 0700-1700 hours, with the exception of Federal holidays. Contractor must have prior approval in writing to work outside these guidelines.

12.0 Disposal of Materials and Cleanup:

12.1 Contractor shall clean up after each work period and dispose of all debris at the close of each day.

12.2 Contractor shall verify all site conditions, quantities, measurements, and project requirements with the COR.

12.3 Contractor shall protect and barricade all work areas at all times to protect workers and the public from injury.

12.4 Contractor shall protect all structures, utilities, vegetation, sidewalks and vehicles from damage at all times. Replace all damaged materials with new materials to the satisfaction of the Government, at no additional cost to the Government.

13.0 Utilities: The Government shall provide reasonable amounts of water and electricity to support the contract. Hook up will be to existing outlets and will be the Contractor’s responsibility.

14.0 Invoicing: Invoices shall be submitted after work is determined complete. Payment will be made in accordance with the Prompt Payment Act. Invoices will include contract number, invoice number, and date. Invoices will be submitted to the COR/GPOC (Acceptor) as a 2-in-1 or Combo invoice via the internet using the Government provided Wide Area Work Flow (WAWF) Receiving/Acceptance System at https://wawf.eb.mil. (Reference clause 252.232.7003). When an invoice is to be submitted, the Contractor’s financial representative shall also present an Invoice Context Report (past monthly invoice information and future expected expenditures to enable DFAS to project funding expenditure through contract completion). When the 2-in-1 or Combo invoice is received by the COR/GPOC via WAWF, the COR/GPOC will review the document and if it is correct, accept it electronically and forward it for payment. Web Base Training is available at www.wawftraining.com and for more information go to www.dod.mil/dfas and click the e-commerce link. All other questions regarding training and gaining access to the WAWF should be discussed with the Contracting Officer.

15.0 Contractor Manpower Reporting: The contractor shall report ALL contractor labor hours (including subcontractor labor hours) required for performance of services provided under this contract for the Defense Finance and Accounting Service (DFAS) via a secure data collection site. The contractor is required to completely fill in all required data fields using the following web address: http://www.ecmra.mil.

Reporting inputs will be for the labor executed during the period of performance during each Government fiscal year (FY), which runs October 1 through September 30. While inputs may be reported any time during the FY, all data shall be reported no later than October 31 of each calendar year, beginning with 2021. Contractors may direct questions to the help desk at http://www.ecmra/mil.

TECHNICAL EXHIBIT 2

Deliverable Reports

End of Statement of Work