Attachment 3 -Statement of Work.pdf

STATEMENT OF WORK HEAVY EQUIPMENT BLANKET PURCHASE

AGREEMENT (BPA)

AL UDEID AIR BASE (AUAB), QATAR

5 October 2021

SECTION 1

GENERAL

1.1 Scope of Work. The contractor shall provide serviceable equipment from the approved price list for the duration of the lease period on the BPA Call Sheet. In addition, the contractor shall provide scheduled and unscheduled maintenance, as required, to ensure the equipment is in a safe and serviceable condition throughout the lease period.

SECTION 2

DEFINITIONS

2.1 Acceptance Inspection – An inspection shall be performed on all vehicles and equipment prior to placing them in service. This inspection shows the overall condition of the vehicle.

Discrepancies must be corrected prior to placing the vehicle in service, if use of the vehicle would aggravate the problem or if the discrepancy creates a safety hazard.

2.2 Accident Repairs – Repairs as a result of collision, regardless of cause.

2.3 Act of God – Legal term for events outside of human control, such as sudden floods or other natural disasters, for which no organization / individual can be reasonably held responsible for.

2.4 Call – A request for heavy equipment items listed on the approved rental (BPA) price list.

2.5 Contractor – Company who has a contract directly with the Government.

2.6 Defects – Unserviceable parts or systems due to defective parts or poor quality maintenance service that is not caused by the Government’s misuse.

2.7 Disabled Equipment– Equipment that is unsafe and unserviceable to the point it cannot be operated without causing harm to the driver, the equipment or the local area.

2.8 Fair Wear and Tear – Damage that occurs during normal use or due to the aging of the equipment; examples of fair wear and tear are minor dents, scratches, and other incidental damages. The deterioration of items attributed to normal usage.

2.9 Government – Government of the United States

2.10 Hostile Act – An act of war

2.11 Joint Inspection – A visual and operational inspection of leased equipment by contractor representative and Government qualified operator from using organization renting vehicle.

SECTION 3

EQUIPMENT CONDITION AND ACCEPTANCE

3.1 General. The contractor shall deliver specified equipment from the approved price list as requested by the Contracting Officer. Equipment shall be delivered on the date, time and location stated on the Call Sheet and must meet the minimum acceptance criteria provided herein. The

Government may refuse any equipment that does not meet the minimum criteria.

3.2 Equipment Condition. Equipment must be in a safe/serviceable condition and mechanically sound with no visible leaks, damages preventing safe/serviceable operation or signs of excessive wear and tear (i.e. torn upholstery, body damage beyond dents and dings from normal use, broken glass, etc. or as determined by Contractor or Government representative).

3.3 Pre-Joint Inspection. Prior to the Joint Inspection, the contractor will provide a copy of their documented inspection to the Government representative(s).

3.4 Joint Inspection. The contractor’s representative and a Government representative(s) (at a minimum a Government qualified operator from using organization renting vehicle) shall perform a joint inspection prior to accepting any equipment by either party. The inspection shall be documented on a joint inspection sheet provided by the contractor and it shall document, at the minimum, date/time of the inspection, equipment type, condition, damages, fuel level, hours/kilometers, inspectors names/signatures, and shall cover the items listed in paragraph 3.5.

If there are damages not covered by the insurance company, the contractor is responsible for providing pictures of the extent of the damages at no additional cost to the Government. The joint inspection sheet and the pictures shall be the only valid documentation of the condition of the equipment. The Government will not be responsible for damages not documented and damages covered by the contractor’s insurance.

3.5 Acceptance Inspection. The following minimum criteria shall be met at the time of the acceptance inspection:

3.5.1 Safety Items. The equipment must meet all host nation safety requirements and have, as a minimum, the following safety features when required as Original Equipment Manufacturer

(OEM): seat belts, rear view mirrors, windshield wipers, parking brake, and horn. Tires will be correct size per OEM, tread depth will be greater than 4/32”, bulges or missing chunks are considered unsafe and will not be accepted.

3.5.2 Heating and Air Conditioning. Both heating and air conditioning are required and must be operable in all vehicles with enclosed cabs.

3.5.3 Fuel. The contractor is responsible for delivering equipment full of fuel. The Government may accept equipment with less than a full tank of fuel however, the fuel level must be documented prior to acceptance. The Government is responsible for returning the equipment with a full tank of fuel or, if equipment was accepted with less than a full tank, as much fuel as when initially received and documented during the Joint Inspection.

3.5.4 Keys. The contractor will provide two complete sets of keys for ignition, fuel cap, glove box, and other locked/lockable items and compartments on vehicle. The contractor shall maintain in their control a third complete set of keys.

3.5.5 Crane Rigging. Rigging provided by contractor will be of sufficient quantity and quality to provide for complete setup of the provided lift design. Crane rigging (slings) shall be of good repair with certification labels permanently affixed by the company of origin and must be clearly legible. Shackles will be of appropriate weight and design to handle the specified load with weight tolerances visible on the shackle body itself; free from user modification i.e. marked with marker or paint, restamped, tagged with documentation other than manufacturer and in good repair. Spreader bars will be professionally constructed and bear the manufacturers label and certification markings as well as load tolerances still affixed to the body of the structure itself.

Items modified outside of manufacturers design will not be accepted for use. Modified or homemade spreader bars, slings, shackles, mounting hardware will not be considered acceptable and will be refused for use. All rigging present must be of sufficient strength to meet requirements of the lift design safely.

SECTION 4

CONTRACTOR’S RESPONSIBILITIES

4.1 Equipment Registration and Renewal. All equipment shall be registered, licensed and insured for the full coverage required under the laws of Qatar. The contractor shall provide these records and place copies within vehicle.

4.2 Employee Insurance. The contractor shall hold insurance policies for operators to cover occupational hazards and accidents. The Government is not responsible for any insurance costs or procedures.

4.3 Insurance. The contractor will carry full insurance coverage on all leased equipment to cover the cost for replacement or repair of vehicles lost, stolen, or damaged through violation(s) of law, natural acts, or acts of God. The contractor shall also be responsible for carrying full coverage liability, medical, and collision insurance to cover all medical and legal expenses to be paid for injuries or death settlement expenses. The contractor shall be responsible for any insurance claims and deductibles.

4.4 Point of Contact. The contractor will provide points of contact within the company to interface with the Contracting Officer and Government on issues concerning rented equipment.

Names, business address, phone numbers, and hours of operation are the minimum information requirements. The contractor shall also provide an after-hours name and telephone number for emergency contact. The contractor shall provide all information for 24 hours a day / 7 days a week contact.

4.5 Familiarization Training. The contractor will provide familiarization training on any piece of equipment, as deemed necessary by contractor (to include equipment operation and operator required maintenance), or as requested by Government.

SECTION 5

MAINTENANCE

5.1 Scheduled Maintenance. The contractor shall provide preventive maintenance and replacement parts in accordance with manufacturer’s standards at no additional cost to the

Government. The contractor shall provide replacement parts, labor, materials, supervision, and expertise necessary to complete required maintenance tasks. Replacement parts include those items that must be replaced due to fair wear and tear such as windshield wipers, tires, batteries, belts, headlamps, light bulbs, filters, oil, fluids and lubricants. In addition, the contractor will maintain a reasonable amount of replacement parts in stock to not delay servicing the vehicles on time.

5.2 Unscheduled Maintenance/Repair. The contractor shall provide unscheduled maintenance to ensure the equipment is in a safe and serviceable condition. If unable to perform the maintenance on AUAB, the contractor is responsible to retrieve the equipment from the location the equipment is disabled (on or off) base to the repair shop off base. The contractor has 24 hours from notification to repair and/or replace the unserviceable equipment. Upon completion of maintenance service, the contractor shall return the equipment to AUAB. Pickup and drop-off of the equipment shall be at no additional cost to the Government. Equipment shall be returned clean and with at least as much fuel as when initially picked up for maintenance. Rent shall cease during the period the equipment is disabled and no equivalent or higher capacity equipment is provided. If the Government is liable for the repairs, the contractor shall follow the instructions in paragraph 7.2, Determining Reimbursement of Incidental Fees.

5.3 Unserviceable Equipment. If a piece of equipment is deemed unserviceable, the

Government is entitled to an equal piece of replacement equipment. For a piece of equipment that is classified as unserviceable, the equipment must (1) have a defect that is under warranty and/ or (2) the repairs failed to bring the equipment to a safe and serviceable condition after reasonable number of attempts specified below. If the repair is due to a defect the cost to repair the equipment shall not pass to the Government. If the defect is substantial, as determined by the

Contracting Officer, the contractor is given one attempt to repair the defect. A substantial defect is a defect that impairs the equipment’s safety, such as faulty brakes or steering. If the defect is not substantial, the contractor is given two attempts to repair the defect. If the repair is not due to a defect, the contractor shall follow instructions in paragraph 7.2, Determining Reimbursement of Incidental Fees and will be given one attempt to repair a substantial repair and two attempts to repair non-substantial repair. If the repair is unsuccessful after the specified number of allowed attempts, the equipment is classified as unserviceable and shall be replaced permanently with a piece of equipment of equal or higher capability and the Government shall pay the lesser of the two monthly rates. This shall also apply to loaner vehicles.

5.4 Repairs as a Result of Negligence/Abuse. The Government shall reimburse the contractor for all damage of the equipment as a result of negligence/abuse not covered by the insurance company. However, the Government is not responsible for the cost to replenish the equipment to new condition and any damages caused by fair wear and tear and shall only reimburse the cost up to the current value of the equipment in accordance with local industry standards. For reimbursement of the cost, the contractor shall follow instructions in paragraph 7.2, Determining

Reimbursement of Incidental Fees.

SECTION 6

RENTAL EQUIPMENT TURN-IN UPON END OF CALL

6.1 Rental Equipment Turn-in Inspection. The contractor and a representative of the

Government shall be present to conduct a joint-inspection IAW Para 3.4. The inspection shall be based off of the initial joint-inspection that was conducted when the Government took possession of the equipment and document any discrepancies or damage that occurred while in the possession of the government. The contractor shall ensure they have all sets of keys. The contractor shall assume all responsibility for discrepancies or damages noted after the inspection has been finalized.

SECTION 7

PAYMENT

7.1 Equipment Rental Payments

7.1.1 Rent shall accrue from the date the equipment is delivered to the Government and shall continue until the equipment is permanently turned-in. Rent shall only accrue for the period the equipment is in the possession of the Government, minus any time awaiting delivery/repair/replacement.

7.1.2 Rent shall not accrue for any equipment that the Contracting Officer determines does not comply with the requirements of this contract, until the equipment is replaced or the defects are corrected.

7.1.3 Rent shall not accrue for any equipment during any period when the equipment is unavailable or unserviceable as a result of the contractor’s failure to render proper maintenance service in accordance with industry standards.

7.1.4 Rent stated in monthly terms shall be prorated on the basis of 1/30th of the monthly rate for each day the equipment is serviceable and in the Government’s possession.

7.1.5 For long term rentals, the Government reserves the right to return equipment prior to expiration of rental period on the Call Sheet; billing will be prorated on the basis of 1/30th of monthly rate.

7.1.6 Upon return of equipment, the contractor will provide the Government a final bill of all costs associated with repairs within 30 days of turn-in date as annotated on Call Sheet. Upon the submission of proper invoices or vouchers, the Government shall pay for the aforementioned, repairs as negotiated between both parties.

7.2 Determining Reimbursement of Incidental Fees. The contractor is responsible for accounting for costs appropriately and for maintaining records, including supporting documentation, adequate to demonstrate that costs claimed have been incurred. When requesting reimbursement, the contractor shall submit quotes from at least two independent sources at no additional cost to the Government. The quotes shall have the company’s business letter head to identify the company’s name and address. In addition, when submitting an invoice, the contractor shall submit proof of payment or receipt to the Contracting Officer. The Government shall only reimburse the contractor the cost that has been substantiated and incurred at the amount the contractor paid on the receipt for the charges approved. If the claimed cost cannot be adequately supported, the Contracting Officer may disallow all or part of the claimed cost.