A23 Attachment 1 SOW.pdf

Statement of Work (SOW)

FY24 Material Handling Vehicle Maintenance Services

Defense Finance and Accounting Service -Indianapolis, IN (DFAS-IN)

PR# HQ0483410021

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 three quoted components that will be invoiced quarterly (QTY 4 represents this being invoiced 4 times per year) and one component that will be invoiced per hour:

1. Scheduled routine/preventative 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 (i.e.

fluid/oil/air filters, coolant, OEM recommended hydraulic fluid, general lubricants, etc.).

Please see the list of 14 Vehicles below (2.1 Current Vehicle List). When quoting, please breakout the pricing for 5 Cart Material Handling Vehicles, 5 Forklift Material Handling Vehicles and 4 Pallet Jack Material Handling Vehicles.

2. Estimated Parts Cost for Quarterly Scheduled Service Maintenance for ALL 14 Material Handling Vehicles (Your best estimate of pricing per quarter).

3. Unscheduled Maintenance for ALL 14 Material Handling Vehicles (Hourly Rate). It is estimated that 30 Hours will be required per year across ALL 14 Vehicles.

4. Estimated Parts Cost for Unscheduled Quarterly Service for ALL 14 Material Handling Vehicles (Your best estimate of pricing per quarter).

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

Defense Finance and Accounting Service -Indianapolis, IN (DFAS-IN)

PR# HQ0483410021

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:

• Brake Fluid

• Battery

• Differential, Speed Reducer, and Transaxle.

• Hydraulic fluid

2.1.2 Check Conditions – Wear/Damage:

• Hydraulic Tank Breather - Clean or Replace

• Forks

• Safety Decals - Replace if necessary

• Lift Chains

• Brake Shoes - Adjust/Replace as required

• Contactor Tips

• Parking and/or seat brake - Adjust as necessary

• All Hydraulic Hoses

• Lift and tilt cylinders.

• Wheels, lug nuts, tires

2.1.3 Lube and Latches:

• Upright Pivots, Sliding Surfaces

• Hoist Chain

Defense Finance and Accounting Service -Indianapolis, IN (DFAS-IN)

PR# HQ0483410021

• Steering Axle/Tie Rods

• Parking Brake

• Hood hinges, latches, seat rails

• Control levers and linkages

2.1.4 Check Operation:

• Limit Switches

• Creep Speed

• Plugging

• Safety lights, horns, switches, and fuses

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 time 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.

2.4 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.

Defense Finance and Accounting Service -Indianapolis, IN (DFAS-IN)

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 commence by August 09, 2024 through August 08, 2025. Four one-year option years will be included from:

August 09, 2025 – August 08, 2026 August 09, 2026 – August 08, 2027 August 09, 2027 – August 08, 2028 August 09, 2028 – August 08, 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.

Defense Finance and Accounting Service -Indianapolis, IN (DFAS-IN)

PR# HQ0483410021

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 REQUIREMENTS FOR CONTRACTS REQUIRING UNESCORTED

ACCESS TO DFAS FACILITIES/NO ACCESS TO CLASSIFIED INFORMATION,

CONTROLLED UNCLASSIFIED INFORMATION (CUI) OR SYSTEMS ACCESS: The following security requirements will be placed in Statement of Works (SOW’s) and Performance Work Statements (PWS’s) when on-site contract work requires Unescorted access to DFAS facilities with NO access to classified information, CUI, or systems access. This security language is most used for commercial vendors and janitorial services who require unescorted access into our DFAS facilities.

Note. Security language identified below may require modification based on specific contract requirements.

Security Requirements

9.1 Personnel Security Investigation (PSI) Requirements – Non-Sensitive (NS) Positions (Unescorted Access): Contractor personnel will require a favorably adjudicated Tier 1, or equivalent Non-Sensitive (NS) level or higher investigation. No access to classified information, CUI, to include Personally Identifiable Information (PII), or system access required.

9.2 Personnel Security Investigation Waivers: For those contractor personnel who do not already have the required background investigation and adjudication, an NS position may be occupied with a pre-investigative waiver from DFAS Personnel Security provided no issues of a security concern are identified by DFAS Personnel Security after a review of all information submitted by contractor personnel. Those contractor personnel who do not qualify for a pre-investigative waiver may not occupy a NS contractor position with DFAS until the background investigation is completed and favorably adjudicated by the Defense Counterintelligence and Security Agency Adjudication and Vetting Services (DCSA AVS). It is important to note that while there is no set schedule for background investigations, as each one is different, this process can be lengthy and take several months to more than one year in some cases. Should a contractor company not wish to wait for the entire process to be completed, they may withdraw the contractor applicant from further consideration by notifying DFAS Personnel Security within sixty (60) days from the date DFAS Personnel Security determines the applicant to be ineligible for a waiver. The contractor company may then submit another contractor candidate for a background investigation.

9.3 Personnel Security Forms Required: IAW standard DFAS Personnel Security policy, ALL incoming contractors must submit a new set of fingerprints (taken within the last 30 days) *. A Declaration for Federal Employment (OF-306) should then be submitted to the Contracting Officer Representative (COR), who will submit this form along with a Contractor Request for Investigation (CRI) (DFAS Form 9035) to DFAS Personnel Security as soon as possible, but not

Defense Finance and Accounting Service -Indianapolis, IN (DFAS-IN)

PR# HQ0483410021

less than fifteen (15) calendar days prior to the intended start date. DFAS Personnel Security will review all submitted documentation to validate whether contractor personnel meet personnel security requirements to perform work on the contract or if a new background investigation is required.

*New fingerprints are not required if any of the following apply:

1. The person has been fingerprinted for the DCSA within the past 30 days.

2. The person is currently undergoing a background investigation, or reinvestigation, by DCSA or any other Federal agency.

3. The person has a background investigation currently being adjudicated by the DCSA AVS or another AVS.

4. The person has been favorably adjudicated within the past 30 days by the DCSA AVS or a AVS from any other Federal agency: or

5. The person is coming directly from another DoD agency, with no break in service. This includes any of the military branches as well as the U.S. Coast Guard; however, service members in an inactive reserve status are not included.

6. The DFAS Personnel Security Office otherwise determines that no new fingerprints are required.

9.4 Incident Reporting Requirements:

In all cases, whenever a DFAS contractor displays conduct, or is involved in any incident, which is in violation of any of the thirteen National Security Adjudicative Guidelines*, the contractor must immediately report the incident to the contractor company Security Office/Facility Security Officer, the DFAS Manager of the area to which they are assigned, the COR, and the DFAS Personnel Security Office. Reporting to DFAS Personnel Security may be made by phone to

(317) 212-7888, by email to dfas.indianapolis-in.zh.mbx.dfas-inhrsecurity@mail.mil, or, in the case of personnel physically located at DFAS Indianapolis Center, in person to the DFAS Personnel Security Office located on the third floor center hallway at Column 320T.

All incidents will be investigated by DFAS Personnel Security and, depending on the date of the subject’s most recent investigation, may need to have an updated background investigation initiated. Those that do not require a new investigation will have all relevant information regarding the incident forwarded to the DCSA AVS for review and re-adjudication.

*The thirteen National Security Adjudicative Guidelines are:

1. GUIDELINE A: Allegiance to the United States

2. GUIDELINE B: Foreign Influence

3. GUIDELINE C: Foreign Preference

4. GUIDELINE D: Sexual Behavior

5. GUIDELINE E: Personal Conduct

Defense Finance and Accounting Service -Indianapolis, IN (DFAS-IN)

PR# HQ0483410021

6. GUIDELINE F: Financial Considerations

7. GUIDELINE G: Alcohol Consumption

8. GUIDELINE H: Drug Involvement and Substance Misuse

9. GUIDELINE I: Psychological Conditions

10. GUIDELINE J: Criminal Conduct

11. GUIDELINE K: Handling Protected Information

12. GUIDELINE L: Outside Activities

13. GUIDELINE M: Use of Information Technology

9.5 Some Examples of Incidents That Require Reporting to DFAS Personnel Security:

a) An arrest for any criminal offense, not including minor traffic violations, by any law enforcement agency. This DOES include the traffic offenses of Driving Under the Influence of Alcohol or Drugs, and Reckless Driving.

b) Violation of any court order.

c) Civil judgements.

d) Delinquencies on any debt for 180 days or longer.

e) Federal, State or Local tax issues or delinquencies.

f) Delinquencies on any Federal debt (including Federal Student Loans and Federally backed home mortgage loans).

g) Child Support delinquencies.

h) Filing for Chapter 7 or Chapter 13 bankruptcy in any Federal Bankruptcy Court.

i) Foreign Travel.

j) Marriage or Cohabitation with a Foreign National (person from a foreign country).

k) Having a close personal friendship with a Foreign National with regularly occurring contact.

l) Ownership of property or financial accounts in a foreign country; and

m) Being approached by a person know to be, or suspected to be, working as an agent of a foreign government or terrorist organization, or any other person, who seeks any information about DFAS, the Department of Defense, or the U.S. Government, especially if the person offers money or something of value to the contractor employee.

It should be noted that person’s delinquent on Federal debt of any kind may not obtain or maintain favorable personnel security adjudication or be considered for a contractor position with DFAS unless they can provide documentary proof that a payment plan has been established with the government agency to whom the debt is owed, and that regularly recurring payments are being made. Contractor personnel who cannot obtain and maintain a favorable personnel

Defense Finance and Accounting Service -Indianapolis, IN (DFAS-IN)

PR# HQ0483410021

security adjudication may not have access to the government data, facility, and equipment required under the contract.

NOTE: This list does not cover every potential incident or offense; any incident in which a contractor is involved, and a question exists as to whether it should be reported, should report the incident to DFAS Personnel Security, who will then determine if further action is warranted.

Failure to report an incident is, in and of itself, an incident involving personal conduct, and may, in some cases, be more serious than the original incident.

9.6 Foreign Travel by DFAS Contractor Personnel: Official and Unofficial (Personal) Travel:

Official U.S. Government Business: persons employed as contractor employees with DFAS, to include those with Noncritical Sensitive (formerly IT-II) access, Critical Sensitive (formerly IT- I) access, access to critical program information (related to Research, Development, Test, and Evaluation), sensitive compartmented information, and/or special access program information, in accordance with DoD Directive 5240.06, are required to complete a DFAS Form 9133, Notification of Foreign Travel, not less than 30 calendar days prior to the scheduled travel.

One copy shall be sent the DFAS Personnel Security group box at dfas.indianapolis-in.zh.mbx.dfas-inhrsecurity@mail.mil and one copy shall be turned into the Site Force Protection Office of the DFAS site where they are stationed. Site Force Protection POC information:

https://dfasportal.dfas.mil/ddss/force_protection/Pages/SiteSpecificForceProtectionSecurityServi ces.aspx

Upon receipt of the completed Form 9133, the Site Force Protection Office will contact the contractor employee to validate training, complete the country/theater clearance package, as required, and schedule a Foreign Travel briefing. Immediately prior to travel, contractor employees will check with the State Department at https://travel.state.gov/content/travel/en/traveladvisories/traveladvisories.html.html for any travel advisories for the country or region being traveled to and take the appropriate steps to ensure their safety for any location covered by a travel advisory or warning.

9.7 Security Requirements: Contractor personnel shall follow all host security requirements in accordance with Part 117 of Title 32, Code of Federal Regulations; paragraph 117.16. The contractor shall immediately report any occurrences of violation of stated regulations to the Contracting Officer (CO), COR, and the DFAS Personnel Security Office.

9.8 Security Education and Training: Contractor personnel shall follow all host training requirements. Contractor personnel who require unescorted access into DFAS facilities shall receive applicable security training through the site Force Protection Office. To identify Site Force Protection Officers at each DFAS location consult the Agency Force Protection Portal Page:

https://dfasportal.dfas.mil/ddss/force_protection/Pages/SiteSpecificForceProtectionSecurityServi ces.aspx

Defense Finance and Accounting Service -Indianapolis, IN (DFAS-IN)

PR# HQ0483410021

9.9 Installation Entry and Common Access Card (CAC) Requirements: The Contractor shall comply with established security procedures for entering government installations and facilities. Contractor employees shall be required to obtain and wear identification (ID) badges that will permit access into the facility.

Contractors shall work with the assigned DFAS COR/Mission Partner Account Sponsor (MPAS) to obtain a CAC using Mission Partner Identity Credential Account Management (MP ICAM). Under no circumstances will a CAC be issued to any person unless that person has been cleared by the DFAS Personnel Security Office to work on the contract.

All CACs and badges issued to Contractor personnel are Government property and must be returned to the assigned DFAS COR/MPAS upon departure from the program or at the conclusion of the contract, whichever comes first. CACs can also be mailed in or turned into RAPIDS locations. Contractors whose CAC is lost or stolen must report the loss as soon as possible to the assigned DFAS COR/MPAS and present documentation that the CAC is missing and describing the circumstances under which the loss occurred. The assigned DFAS COR/MPAS will follow agency CAC procedures to issue a new CAC.

Contractors’ must not share their CACs and passwords with any other staff members. The assigned DFAS COR/MPAS will report any violation or suspected violation to the Contracting Officer and DFAS MP ICAM Account Security Manager (MPASM). Any violators will be temporarily or permanently removed from the project. If a Contractor has a CAC issued from another agency, that CAC must be revoked and returned before issuance of a new CAC.

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.

Defense Finance and Accounting Service -Indianapolis, IN (DFAS-IN)

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

Defense Finance and Accounting Service -Indianapolis, IN (DFAS-IN)

Deliverables Frequency # of Copies Medium/Format Submit To Invoices Monthly 1 (Electronic) WAWF COR Invoice Context Report

Whenever an invoice is submitted

1 (Electronic) E-Mail COR

End of Statement of Work