Atatchment 1- PWS - Kubota Maintenance Services 05 May 2025.pdf

KUBOTA UTILITY VEHICLE (KUV) RTV-X1100C

INSPECTION, MAINTENANCE AND REPAIR

SERVICES

PERFORMANCE WORK STATEMENT (PWS)

FOR

JOINT BASE SAN ANTONIO (JBSA), TEXAS

05 MAY 2025

1. DESCRIPTION OF SERVICES.

The contractor shall provide all management, tools, supplies, equipment, parts and labor necessary to inspect, maintain and repair all Civil Engineering (CE) Kubota Utility Vehicles (KUV) specified in Appendix A at Joint Base San Antonio (JBSA) Texas (TX), by use of mobile maintenance services. The maintenance services for all KUVs shall be performed in a manner that will ensure their serviceability and safe operation. All work shall be performed in accordance with this PWS, manufacturer’s instructions, Federal, State, and Local laws and regulations that may apply.

1.1. Scheduled Interval Maintenance.

The contractor shall provide scheduled interval maintenance in accordance with the Service Intervals Listing specified in Appendix B and the contractor’s provided schedule as detailed in paragraph 1.3. All maintenance shall be performed in accordance with the manufacturer’s instructions using parts specified by the manufacturer. The contractor shall complete the required service and return the KUV back to 100% operational condition. Upon completion of work, the contractor shall provide the Contracting Officer Representative (COR) with a signed copy of the maintenance checklist or itemized report. The maintenance checklist or itemized report can be submitted in a format of the contractors choosing, however, it should clearly identify the applicable maintenance service being performed and provide confirmation each item listed in Appendix B was performed.

1.1.2 The contractor shall correct, at no additional cost to the Government, any defects in parts and workmanship discovered within 5 business days of service, assuming normal use. Such corrections shall be completed within 3 business days of the defect's identification and shall return the KUV to 100% operational condition.

1.2. Repair Services. Any item(s) in need of repair beyond scheduled interval maintenance as identified by the contractor during service interval work shall be considered by the Government on a case-by-case basis to be completed as repair services. The contractor shall notify the COR of any item(s) identified to be a safety issue prior to leaving the maintenance site. The contractor shall submit a detailed cost estimate to the COR within 2 business days of identification of the issue(s). The cost estimate shall include justification for the additional work, required repair(s) with part(s) and labor hours, and any other relevant information. The contractor shall not begin any repair work until receiving authorization from the COR.

1.2.1. In the event of an unexpected minor or major breakdown or safety issue, the contractor shall provide repair services. These services can be the result of contractor identification as discussed in paragraph 1.2. and/or Government identification, minor or major breakdowns or safety issues. The contractor shall respond to Government identification of the issue and report to the KUV’s location for evaluation within 5 business days of notification by the COR. The contractor shall submit the cost estimate to include justification for the additional work, required repair(s) with part(s) and labor hours, and any other relevant information within 2 business days of evaluating the identified KUV. The contractor shall not begin any repair work until receiving written authorization from the COR. The contractor shall complete the service after receiving work authorization from the COR and return the KUV back to 100% operational condition.

1.2.2. Repair services will be accomplished through the issuance of a work order from the COR.

Upon completion of the work, the contractor shall provide the COR a signed copy of the itemized report within 5 business days, clearly identifying all work performed and parts required.

The contractor shall perform and complete the work in accordance with the manufacturer’s specifications, paragraphs 1.2. and 1.2.1 and using parts specified by the manufacturer. Unless approved by the COR, all KUVs shall be 100% operational within 5 business days from notification to begin work.

1.2.3. Payment and Approvals. Expenditures for repair services will be funded through the applicable Contract Line-Item Number (CLIN). Repair services below $2,500 shall be approved by the COR prior to the start of repairs. Repair services exceeding $2,500 shall be approved by the Contracting Officer (CO) prior to the start of work. Under no circumstance shall charges against the applicable CLIN exceed the provided Not to Exceed (NTE) amount.

1.3. Scheduling Inspection, Maintenance and Repair Services.

The contractor shall receive a report from the COR each month detailing the KUV operating hour usage per unit. The contractor shall use this report to track and schedule monthly KUV services due. The contractor shall provide the COR with a monthly service schedule within 7 calendar days of receipt of the monthly usage report, but no later than the 30th of each month, for the following month’s scheduled services. The contractor shall be allowed to schedule maintenance within 25 hours of required service (example: 25 hours before or after the 200-hour mark). In no instance shall a KUV be more than 50 hours overdue for scheduled service. The schedule shall list which KUVs are due for maintenance and a date and time for mobile service within a 2-hour arrival window for each KUV. Normal hours of operation are Monday through Friday, between 7:00 A.M. – 4 P.M., excluding federal holidays. The COR will notify the KUV user by phone/e-mail the date and time of scheduled service and provide the designated CE shop location to the contractor.

1.4. Off-Installation Repair Services.

In the event any repair work cannot be performed on the installation by mobile maintenance services, the contractor shall pick up the KUV from its designated location on Joint Base San Antonio and transport it to their commercial location for service, at no additional cost for transport. The contractor shall complete the service within 5 business days of receiving work authorization from the COR and return the KUV back to 100% operational condition. If more than 5 business days are required for repair, the contractor shall submit a written justification of the delay to the COR for approval. Upon completion of work, the contractor shall transport the KUV back to its designated location on Joint Base San Antonio, within 5 business days, by coordinating with COR for inspection and acceptance of completed repairs.

2.0 SERVICE SUMMARY (SS).

The contract service requirements are summarized in performance objectives that relate directly to mission essential items. The performance threshold briefly describes the minimally acceptable levels of service required for each requirement. The SS provides information on contract requirements, the expected level of contractor performance and the expected method of government validation. These thresholds are critical to mission success. Procedures as set forth in the FAR 52.212-4 (a), Contract Terms and Conditions - Commercial Products and Commercial Services, Inspection/Acceptance, will be used to remedy all deficiencies. During the initial 30 days of the contract, two additional errors on each service shall be allowed in an effort to identify normal phase-in issues.

TABLE 1 – Service Summary Performance Objective (PO) PWS

Paragraph Performance Threshold

1. MAINTENANCE SERVICES

(Scheduled Intervals) - The contractor shall complete scheduled maintenance services IAW Appendix B.

1.1., 1.1.2 No more than two validated defects per month.

2. REPAIR SERVICES - The contractor shall respond to Government notification of minor or major breakdowns or safety issues and report to the KUV’s location for evaluation within 5 business days of notification by the COR.

1.2.1. Zero defects allowed.

3. REPAIR SERVICES – The contractor shall return the KUV to 100% operational within 5 business days.

1.2.1. Zero defects allowed.

4. SCHEDULING INSPECTION,

MAINTENANCE AND REPAIR– The contractor shall report and provide scheduled services within the specified timeframe provided in the submitted schedule.

1.3. No more than two validated

defects per month.

5. SCHEDULING INSPECTION,

MAINTENANCE AND REPAIR– In no instance shall a KUV be more than 50 hours overdue for scheduled service.

1.3. No more than one validated

defect per month.

6. OFF-INSTALLATION REPAIR

SERVICES- In the event any repair work cannot be performed on the installation by mobile maintenance services, the contractor shall pick up the KUV from its designated location on JBSA and transport it to their commercial location for service, at no additional cost for transport.

1.4. Zero defects allowed.

NOTES:

Surveillance by Customer Complaints: The COR will be responsible for receiving and validating customer complaints. If the COR determines the complaint valid, the COR will notify the contractor and will send the customer complaint via e-mail. The contractor shall return every customer complaint report to the COR within 48 hours, properly completed with actions taken.

The COR will use previous customer complaint reports and e-mails to ensure the contractor has taken appropriate action(s) to prevent the recurrence of defects. The CO shall make the final determination of the validity of customer complaint(s) in cases of disagreement between the COR and the contractor. Invalid complaints are not counted against the contractor’s performance.

Periodic Inspections: This method requires the COR to employ a "spot check" style of evaluation based on the contractor's performance and will be conducted on a periodic basis. Any unsatisfactory inspection (defect) result shall be recorded on a locally developed inspection report. Following the identification of a defect by the COR, the COR will notify the contractor via e-mail. The contractor shall return the inspection report to the COR within 5 business days, properly completed with actions taken. The COR will use inspection reports and e-mails to ensure the contractor has taken appropriate action(s) to prevent the recurrence of defects. The CO shall make the final determination of the inspection defects in cases of disagreement between the COR and the contractor.

Valid Defect A service that does not meet the requirements of the PWS. A valid defect may be found during a government inspection, reported via a valid customer complaint, or a combination of the two. Multiple defects found during a single inspection may be reported on the same checklist.

2.1. Quality Control.

The contractor shall develop and maintain a quality control program to ensure the KUV inspection, maintenance and repair services are performed in accordance with this PWS. The contractor shall establish and implement procedures to identify, track, prevent, resolve and ensure non-performance and continual repeat of defective services does not occur. The contractor shall develop quality control measures addressing the areas identified in Table 1 - Service Summary. The Contractor shall submit a Quality Control Plan (QCP) to the CO as part of the contractor’s proposal package. The QCP shall specifically address the contractor’s strategy to provide quality workmanship, continual process improvement, and for correcting deficiencies as required.

2.2. Quality Assurance.

The COR shall inspect and evaluate the contractor’s performance to ensure services are received in accordance with requirements set forth in this PWS. The COR shall inspect by validating actual work performance, physically checking an attribute of the completed task, reviewing documents such as invoices, estimates and reports, and examining customer complaints.

Any unsatisfactory inspection (defect) result shall be recorded on a Surveillance Checklist, and the Contractor shall re-perform the service at no additional cost to the government after notification by the CO or COR within the allotted time stated in 2.0 Service Summary. The Contractor shall return the signed/dated Surveillance Checklist within 5 business days of receipt annotating what actions were taken to correct the discrepancy and what action will be taken to ensure no repeat discrepancies.

When a performance threshold has not been met the Contractor will be issued a Contract Discrepancy Report (CDR). The Contractor shall respond to the CDR in accordance with instructions provided and return it to the CO within 10 calendar days of receipt.

Failing to meet the performance threshold as outlined in the SS for any of these performance objectives in any 1-month period shall constitute an immediate Progress Meeting with the Multi-functional Team.

Failing to meet the performance threshold as outlined in the SS of these performance objectives in any combination for any two, or more consecutive or non-consecutive months during a contract period shall result in a warning or letter of concern from the CO. All remedies shall be in accordance with the FAR 52.212-4(a), Contract Terms and Conditions - Commercial Items, Inspection/Acceptance.

3. GOVERNMENT FURNISHED PROPERTY AND SERVICES.

The government will not provide any equipment, materials, fuel, personnel, utilities or facilities to the contractor for the accomplishment of these services. Contractor shall be allocated space within the Civil Engineer compound at each JBSA location to perform the required maintenance.

In the event of a medical emergency, only the necessary basic lifesaving and life support measures will be provided, and base ambulance service for transporting an injured employee to a local hospital is available on a cost reimbursement basis.

4. GENERAL INFORMATION.

4.1. Qualifications

The contractor shall ensure that only National Institute for Automotive Service Excellence (ASE) Level 2 certified personnel perform services on KUVs throughout the performance of this contract to include any changes in contractor personnel. Mechanics must have experience in performing inspection, maintenance and service on KUVs. Under no circumstances shall unskilled or inexperienced personnel be permitted to work on Government owned vehicles.

Contractor shall ensure certification is maintained during the period of performance of the contract. Certifications shall be provided to the COR and CO prior to the start of contract performance. Certifications of contractor personnel not presented prior to contract start shall be submitted to the COR prior to the personnel performing the work contained within this PWS.

4.2. Hours of Operation.

JBSA normal duty hours are 7:00 A.M. to 4:00 P.M., Monday through Friday, excluding federal holidays.

4.3. Recognized Holidays.

JBSA Military and Civilian Personnel will observe the following federal holidays:

New Year’s Day - 1 January Birthday of Martin Luther King, Jr. - 3rd Monday in January Washington’s Birthday - 3rd Monday in February Memorial Day - Last Monday in May Juneteenth National Independence Day - 19 June Independence Day - 4 July Labor Day - 1st Monday in September Columbus Day - 2nd Monday in October Veteran’s Day - 11 November Thanksgiving Day - 4th Thursday in November Christmas Day - 25 December

If these holidays fall on Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed.

4.4. Contact Information.

The contractor shall provide the names, telephone numbers and e-mail of the contractor’s on/off site primary and alternate contact responsible for all requirements of the PWS to the CO and COR. The contractor shall be available to meet anywhere on JBSA for meetings and shall conduct themselves in a professional manner.

4.5. Identification of Contract Employees.

Contractor personnel shall present a neat and professional appearance and shall be easily recognizable while on the installation. This shall be accomplished by means of wearing distinctive clothing or badges.

4.6. Physical Security.

The contractor shall comply with Base Operations Plans/instructions for Force Protection Condition (FPCON) procedures, Random Antiterrorism Measures (RAM) and local search/identification requirements. During increased FPCONs, there may be limited access to the installation and entrance delays should be expected.

5. SECURITY REQUIREMENTS.

5.1. Contractor/Employee Base Pass, Identification and Vehicle Pass.

The contractor shall comply with all requirements and procedures IAW Department of the Air Force Federal Acquisition Regulation Supplement (DAFFARS) clause 5352.242-9000 “Contractor Access to the Department of the Air Force Installations.” All documentation shall be submitted at the pre-performance conference and as changes occur.

5.2. Obtaining and Retrieving Identification Media.

As prescribed by DAFFARS 5352.242-9000, Contractor Access to the Department of the Air Force Installations, the contractor shall comply with the following requirements:

a. Obtain base identification and vehicle passes for all personnel who make frequent visits to or perform work on the JBSA installation(s) mentioned in this contract.

b. No later than ten days prior to start of work, submit a written request to the government listing the following: contract title, work schedule, and names of contractor employees needing access to the base, including full legal name, date of birth, Social Security Number (SSN), state issued I.D. Card/Driver’s License #, and name of sub-contractor if not employed directly by the contractor (government will provide template to be used in submitting visitor pass request). The authorized Government Official will endorse the request and forward it to the issuing base pass and registration office or security forces for processing. Contractors will present government (state or federal) issued I.D., and INS Form 9 (I9), before being issued a pass to enter the installation. A Wants and Warrants check is conducted for every person before a pass is issued. Personnel employed by the contractor must get a pass for their privately owned vehicles with proof of following:

(1) Current Liability Insurance (meeting or exceeding minimum standards for government installations)

(2) Current License Plates

(3) Current Registration

(4) Current State Inspection Sticker (if required)

(5) Valid State Driver License

(6) A phone number for sponsor on base

c. Vehicles owned by the contractor with the company name permanently printed on them are not required to obtain a pass as long as proof of current contract is presented at the time of entry. However, current liability insurance, state inspection sticker (if applicable), and registration is required. The person driving the vehicle must have a valid operator license for the type of vehicle.

d. The contractor is responsible for ensuring employees present their Form I-9 (Employment Eligibility Verification).

e. Upon completion or termination of the contract, or expiration of the identification passes, all base identification and access passes issued must be returned to the issuing office. If a contractor employee has been terminated, the pass will need to be retrieved and returned to Security Forces (SF) so that employee does not have base access. If the pass is not retrieved then SF will need to be notified immediately so base access is not allowed.

f. Failure to comply with these requirements may result in withholding of final payment.

5.3. Traffic Laws.

The contractor shall comply with base traffic regulations throughout JBSA. Anticipate delays in getting commercial vehicles on base and allow time for vehicle inspection, and drive at posted speed limits.

5.4. Weapons, Firearms and Ammunition.

Contractors are prohibited from possessing weapons, firearms, or ammunition on themselves or within their contractor-owned or privately owned vehicle while on JBSA.

5.5. Damages to Government Property.

The contractor shall inform the COR immediately concerning damage to government property and take full responsibility for any and all government property damaged in whole or part from negligent acts or omissions by the contractor, subcontractor or any employee, agent or representative of the contractor. The contractor shall repair or reimburse the government for any and all damage of whatever kind to any and all government property associated with the performance of this contract.

5.6. Key Control.

The KUV keys shall be returned to the government in the same condition as given and shall not be duplicated. Lost keys shall be reported immediately to the COR and replacement shall be the responsibility of the contractor at no additional cost to the government.

5.7. Environmental Requirements.

The contractor shall comply with all Federal, State, Local and JBSA environmental laws and regulations. Personnel from the JBSA Environmental Office and other base agencies may conduct periodic inspections to ensure the contractor follow environmental laws and regulations.

5.7.1. Hazardous Materials and Waste Management.

The contractor shall dispose of any KUV hazardous waste at their location and not on JBSA premises and shall take all unused or leftover hazardous materials at the end of each service.

5.7.2 Spill Control.

The contractor shall ensure the work site is clean and free of any fluid spills at the end of each service. All used oil or replaced parts shall be disposed of in accordance with local/federal/EPA laws and regulations off the installation. The contractor shall quickly notify the COR of hazardous material spills and take immediate action to control the spread. The contractor shall maintain sufficient spill materials at all times to contain a small and/or large-scale spill.

6. APPENDICES.

Appendix A. Kubota Utility Vehicle Inventory

Appendix B. Service Intervals

APPENDIX A - KUBOTA UTILITY VEHICLE INVENTORY

DATE RECEIVED MODEL SERIAL # LOCATION

JAN 2021 RTV-X1100C 62216 Bldg. 10670 JBSA-LAK JAN 2021 RTV-X1100C 62064 Bldg. 8700 JBSA-LAK JAN 2021 RTV-X1100C 61156 Bldg. 4554 JBSA-LAK JAN 2021 RTV-X1100C 62061 Bldg. 4554 JBSA-LAK JAN 2021 RTV-X1100C 62054 Bldg. 8700 JBSA-LAK JAN 2021 RTV-X1100C 62073 Bldg. 8700 JBSA-LAK JAN 2021 RTV-X1100C 62274 Bldg. 4554 JBSA-LAK JAN 2021 RTV-X1100C 62098 Bldg. 4554 JBSA-LAK JAN 2021 RTV-X1100C 62272 Bldg. 4554 JBSA-LAK JAN 2021 RTV-X1100C 62147 Bldg. 4554 JBSA-LAK JAN 2021 RTV-X1100C 62254 Bldg. 4554 JBSA-LAK JAN 2021 RTV-X1100C 61255 Bldg. 5399 JBSA-LAK JAN 2021 RTV-X1100C 62125 Bldg. 5495 JBSA-LAK JAN 2021 RTV-X1100C 62255 Bldg. 4196 JBSA-FSH JAN 2021 RTV-X1100C 62034 Bldg. 5393 JBSA-LAK JAN 2021 RTV-X1100C 61923 Bldg. 5495 JBSA-LAK JAN 2021 RTV-X1100C 62049 Bldg. 4554 JBSA-LAK JAN 2021 RTV-X1100C 62246 Bldg. 7390 Recycling Plant JBSA-LAK JAN 2021 RTV-X1100C 62269 Bldg. 4197 JBSA-FSH JAN 2021 RTV-X1100C 62059 Bldg. 4197 JBSA-FSH JAN 2021 RTV-X1100C 62108 Bldg. 4197 JBSA-FSH JAN 2021 RTV-X1100C 62037 Bldg. 4197 JBSA-FSH JAN 2021 RTV-X1100C 62002 Bldg. 4197 JBSA-FSH JAN 2021 RTV-X1100C 62069 Bldg. 4197 JBSA-FSH JAN 2021 RTV-X1100C 61980 Bldg. 4197 JBSA-FSH JAN 2021 RTV-X1100C 21600 Bldg. 4197 JBSA-FSH JAN 2021 RTV-X1100C 62081 Bldg. 4197 JBSA-FSH JAN 2021 RTV-X1100C 62100 Bldg. 4197 JBSA-FSH MAR 2019 RTV-X1100C 47983 Bldg. 4197 JBSA-FSH MAR 2019 RTV-X1100C 47856 Bldg. 4197 JBSA-FSH MAR 2019 RTV-X1100C 48031 Bldg. 4197 JBSA-FSH MAR 2019 RTV-X1100C 47346 Bldg. 4197 JBSA-FSH MAR 2019 RTV-X1100C 48417 Bldg. 4197 JBSA-FSH MAR 2019 RTV-X1100C 48403 Bldg. 4197 JBSA-FSH MAR 2019 RTV-X1100C 48131 Bldg. 4197 JBSA-FSH MAR 2019 RTV-X1100C 47862 Bldg. 4197 JBSA-FSH MAR 2019 RTV-X1100C 48119 Bldg. 4197 JBSA-FSH MAR 2019 RTV-X1100C 48111 Bldg. 4197 JBSA-FSH

JAN 2021 RTV-X1100C 62068 Bldg. 2 JBSA-RAN CLRA JAN 2021 RTV-X1100C 62168 Bldg. 2 JBSA-RAN JAN 2021 RTV-X1100C 62194 Bldg. 2 JBSA-RAN JAN 2021 RTV-X1100C 62183 Bldg. 2 JBSA-RAN JAN 2021 RTV-X1100C 62105 Bldg. 1050 JBSA-RAN JAN 2021 RTV-X1100C 62066 Bldg. 891 JBSA-RAN JAN 2021 RTV-X1100C 61971 Bldg. 891 JBSA-RAN JAN 2021 RTV-X1100C 62180 Bldg. 2 JBSA-RAN FEB 2024 RTV-X1100C 89413 Bldg. 5595 JBSA-LAK FEB 2024 RTV-X1100C 92033 Bldg. 5595 JBSA-LAK FEB 2024 RTV-X1100C 91745 Bldg. 5595 JBSA-LAK

APPENDIX B - SERVICE INTERVALS

FREQUENCY ITEMS

Every 200 Hours Check: Engine Start System, Wheel Fastener Torque, Battery

Condition, VHT Neutral Spring, VHT Pressure Release, Fuel Filter Element, Brake Pedal, Brake Light Switch, Front Brake Case, and Air Conditioner Condenser Apply: Greasing Clean: Muffler Spark Arrester, Air Cleaner Primary Element, and Inner Air Filter Adjust: Alternator Belt and Toe-In, Parking Brake, and Air Conditioner Drive Belt Replace: Engine Oil Filter, Transmission Oil Filter (VHT Yellow Color), and Transmission Oil Filter (Suction Black Color) Change: Engine Oil, and Hydraulic Tank Oil

Every 400 Hours Replace: Fuel Filter Element Change: Transmission Fluid, Front Axle Case Oil, and Knuckle Case Oil

Every 1,000 Hours Replace: Air Cleaner Primary and Secondary Element Adjust: Engine Valve Clearance Check: Fuel Injection Nozzle Injection Pressure, Fuel Line, Hydraulic Oil Line, Radiator Hose Pipe and Clamp, Intake Air Line, Engine Breather Hose, Rubber Cover, Brake Hose and Pipe, and Air Conditioner Pipe and Hose

Every 2,000 Hours Change: Brake Fluid and Coolant Flush: Cooling System Check: Injection Pump