Attachement 2_Statement of Work (SOW).pdf

US Department of Agriculture (USDA)

Statement of Work (SOW)

Contents Project General Information

1.0 Scope of Work

2.0 Background

Contractor Requirements

3.0 Technical Requirements

4.0 Government Furnished

5.0 Deliverables / Schedule

6.0 Travel

7.0 Contractor’s Key Personnel

Project Southern Area Incident Support Cache 53’ Dry Van Trailer Lease

General Information

1.0 Scope of Work

Provide a five-year lease for four (4) 2020 model or newer 53’ Dry Van Trailers to the USDA Forest Service, Southern Area Incident Support Cache for the purpose of pre-positioning emergency response supplies to evolving and ongoing emergency incidents including but not limited to wildfires, floods, hurricanes and other events that may require the London Fire Cache Support.

2.0 Background

The USDA Forest Service, Southern Area Incident Support Cache, located in London, Kentucky provides equipment and supplies to the various wildland agencies in the 13 Southern States and Puerto Rico as needed to respond to wildfires, floods, hurricanes and other emergency incidents. The Southern Area Incident Support Cache also supports other Fire Cache’s at various locations within the United States. These Dry Van Trailers will reside at the London Fire Cache on site 365 days per year with the supply kits loaded and ready for rapid deployment should the need arise. Based on history, the trailers average an estimated 5000 miles each per year. The actual mileage use will depend on the location and frequency of the needs.

Contractor Requirements

3.0 Technical Requirements

Provide four (4) 2020 model or newer 53 foot Dry Van Trailers to the USFS Southern Area Incident Support Cache in London, Kentucky. The trailers will reside at the Southern Area Incident Support Cache loaded and ready for 24/7/365 year-round emergency and non-emergency deployment. The proposal shall include photos of the exterior and interior of the trailers. The trailers being offered shall be in excellent condition with no exterior damage including dents, rust, holes in the exterior walls, top or bulkhead, rot or holes in the interior floor system. This same requirement including the trailer’s age and condition applies to any trailers that may be substituted for the original trailers being proposed. Failure to meet any of the lease agreement requirements will result in the proposal being rejected and considered technically unacceptable.

Trailer Technical Requirements

• Provide Four (4) 53” Fully Enclosed Dry Van Trailer that protects the trailer contents from the weather and theft.

• 2020 Model or newer in excellent condition with no body or structural damage.

• Provide a minimum of five (5) photos of the exterior of each trailer being offered to include a photo of the front of the trailer, photo of each Vin Number, side of the trailer, trailer underbody to demonstrate that there is no damage or rust on the metal frame.

• Provide a minimum of two (2) photos of the interior of the trailer to allow the technical review team to determine the condition of the interior.

• The trailer width shall not exceed 102 inches

• The trailer height shall not exceed 13’x 5” empty

• The trailer shall have a minimum cargo capacity of 40,000 lbs. not to exceed 45,000 lbs.

• The interior trailer walls shall have a scuff board on each side to protect the trailer from damage when loading and unloading cargo.

• Trailer doors may be either hinged or roll up style but shall be lockable for securing loaded equipment and supplies

• Shall meet all current USDOT requirements for Dry Van Trailers

• The tires shall have a minimum of 10/32 tread depth at the time the trailers are delivered. The tread depth shall be documented on the trailer inspection document at the time the trailers are inspected for delivery to the Southern Area Incident Support Cache in London, Kentucky. The government shall be provided with a copy of the delivery inspection report.

• Provide documentation to the Cache Manager and designated COR that the trailers have received and successfully passed current mechanical inspection prior to the delivery to the London Interagency Support Cache. All minor body damages shall be documented in the delivery inspection report.

• The government shall not be responsible for the costs associated with the repair of items that are considered normal wear and tear. Normal wear and tear would include but not limited to minor scratches dings, dents, scuffs, faded paint, door latch mechanism wear, while under the direct supervision of the Government.

• The suspension system, wheels, subframe, long sills, cross sills and other understructure components of the trailer shall be clean, free of damage and rust.

• In the event a trailer becomes inoperable/noncompliant after acceptance by the government with the lease specifications or USDOT Requirements for safe operation, the vendor may be given up to 48 hours to provide a replacement trailer that meets the specifications and is equal to or better than the trailers that were initially offered.

• Each trailer will receive a pre-use inspection by the Government upon arrival at the Southern Area Incident Support Cache. If the trailer fails the pre-use inspection, the vendor may be given 24 hours or other time agreed upon by the Government representative to provide an acceptable replacement.

• Have a current USDOT Annual Inspection sticker that certifies the trailer meets all USDOT Requirements for safe operation on public roads and highways.

• Provide a minimum of 20 lumens per square of interior lighting. The lighting may be either dome style or strip lights located inside the trailer at intervals that will allow the interior of the trailer to be well illuminated for night operations. The lights shall include an on/off switch located on the outside of the trailer, accessible by the end user and well protected from the weather. The interior lighting will be powered by a small generator when the trailer is disconnected from the truck.

• Provide a replacement trailer within 48 hours of notification or other time agreed upon by the designated USDA Forest Service Representative in the event the trailers initially offered, or replacement trailers provided by the vendor become inoperable.

• Contractor shall provide all routine and annual OEM and USDOT recommended Preventative maintenance on trailers at no additional charge.

• Contractor is required to maintain applicable insurance policies commensurate with commercial business practices and as required by Federal/State/Local laws. Before commencing work, the Contractor shall furnish certification that the coverage required has been obtained. Policy may not be changed or cancelled without written notice to USDA Forest Service.

• Deliver the trailers to the Southern Aea Fire Cache location in London, Kentucky within 15 days of receiving the Notice to Proceed.

Normal Wear and Tear Examples Include but not limited to the following items:

Exterior

• Small scrapes and chips in the exterior paint

• Minor Dents under 2 inches in diameter

• Minor bruises and scrapes on the exterior body

Interior

• Minor scrapes and gouges on the floor that do not go through the floor or substantially weaken it.

• Small holes or scuff marks on the interior walls from shifting cargo or forklift use

• Wear and tear on the door seals, hinges and locks such as gaps, stiffness or slight misalignment

Wheels

• Tires that are worn but still have a minimum of 6/32’s tread depth

• Minor scratches on wheel rims

Brakes

Normal wear and tear on brake pads, shoes, drums and rotors that have been maintained according to the manufacturers’ recommendations and are within their expected lifespan, which is typically 50,000 to 150,000 miles for pads and shoes and 200,000 to 4000,000 miles for drums and rotors.

Lighting and electrical

• Burnt out bulbs in taillights, brake lights and turn signals.

• Minor wear on wiring and electrical connections that do not cause malfunction or safety hazards.

4.0 Government Furnished

For emergency incidents, the Government is responsible for delivering the trailers to their destination to meet the date and time needed as identified by the ordering entity.

The Government will provide the safety locks and security needs for the trailers once they are delivered to the designated location at the Southern Area Incident Support Cache.

5.0 Deliverables / Schedule

Provide four (4) 2020 or newer 53’ Dry Van Trailers to the Southern Area Incident Support Cache in London, Kentucky within 15 days of receiving the Notice to Proceed from the Contracting Officer.

Delivery the trailers to the following address: 788 Sublimity School Road, London, Kentucky 40744.

Key Deliverables

Item No. Deliverable Objective Due 1 Four (4) Trailers Successfully deliver the trailers to designated location No later than 15 days from the issuance of the notice to proceed

2 Inspection and Maintenance

Provide inspection reports to the designated COR on the Lease Agreement documenting the trailer is in good operable condition and all required USDOT Requirements and recommended maintenance inspections are current based on USDOT Regulations.

Due within 10 days of the completed inspections or normal scheduled maintenance

3 Replacement Plan Provide a replacement plan to describe the readiness and capability of providing replacement trailers should the need arise.

Replacement trailer must be equal to or better than the current trailers.

Replacement plan due with quotes. May be given 48 hours or other time agreed upon to deliver the replacement trailer at the Southern Area Incident Support Cache location.

4 Insurance Provide evidence of insurance coverage.

Maintain applicable insurance required by Federal/State/Local Lows

Due prior to delivery of trailers

6.0 Travel

• Travel as required to deliver the trailer to the Southern Area Incident Support Cache.

• Travel as required to perform maintenance and annual USDOT Inspections at the Southern Area

Incident Support Cache

• Travel required to deliver a replacement trailer should either trailer become inoperable due to mechanical issues and cannot be repaired in a timely manner or has failed the USDOT inspection.

7.0 Contractor’s Key Personnel

Contractor shall provide a qualified USDOT Inspector/maintenance technician to perform any required monthly and/or annual inspections including any needed repairs.

Contractor personnel shall notify the Southern Area Support Cache Manager or manager on duty prior to making any site visits to perform inspections or repairs.