Attachment A SOW 6 30 2025.pdf

Department of Homeland Security (DHS)

June 2021 1

Federal Emergency Management Agency

STATEMENT OF WORK (SOW) FOR:

Forklift Battery and Charging Stations Preventive Maintenance.

Frances Serrano, Contracting Officer

PROCUREMENT SENSITIVE INFORMATION

This document contains non-public information intended for use on a need-to-know basis within FEMA only.

Please protect this document as procurement sensitive and handle accordingly.

DEPARTMENT OF HOMELAND SECURITY (DHS)

DHS Statement of Work (SOW)

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Statement of Work (SOW) For

Forklift Charging Station Maintenance

June 30, 2025

1.0 GENERAL

1.1 BACKGROUND

The FEMA Region 2 warehouse is a critical regional logistics hub within FEMA’s nationwide emergency response infrastructure. This facility supports day-to-day warehouse operations and response actions for the regional emergency response. Central to its effectiveness are two electrical forklifts, which handle the heavy lifting of supplies and equipment across the warehouse. Dedicated forklift charging stations support these electric forklifts, ensuring they remain powered and ready. By keeping the forklift operational, the charging stations are a vital part of the warehouse infrastructure, enabling continuous support to both routine activities and surge demands during disasters.

1.2 SCOPE

This scope of work (SOW) outlines the quarterly preventive maintenance for two forklift battery charging stations (Make/Model: D3E-18-680) equipped with SL-A lead-acid batteries. The goal is to ensure safe, efficient operation of the chargers and batteries through regular inspections, servicing, and compliance with all applicable safety standards.

Work shall be performed by qualified personnel and per OSHA regulations, relevant NFPA guidelines, and the battery/charger manufacturer’s recommendations. All findings and actions will be documented for record-keeping and compliance purposes. The contractor shall provide all labor and materials to maintain the charging stations and supporting battery systems for the forklifts.

Quarterly Maintenance Procedures

A. Battery Preventive Maintenance:

a. Refill battery water: Check the electrolyte level in each battery cell and refill with distilled water as needed. Only distilled or deionized water shall be used for topping up cells. Ensure all fluid levels are high enough to cover the lead plates but not overfill.

b. Battery cleaning and corrosion control: Inspect battery tops, cases, and terminals for acid accumulation, dirt, or corrosion. Neutralize any acid residue with an approved acid-neutralizing cleaner and clean the surface. Ensure vent caps are tightly in place during cleaning to prevent any cleaning solution from entering the cells. Wipe the battery exterior dry after cleaning. If corrosion is present on terminals or connectors, carefully brush it off and apply a light coat of anti-corrosion spray.

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c. Cable and connector inspections (battery): Examine all battery cables, inter-cell connectors, and charging plugs for wear, frayed insulation, cracks, or corrosion. Check that cable lugs and connections are tight and free of oxidation. Inspect the battery connector for any burns, pitting, or melting, and ensure it fits securely.

B. Charger Inspection and Maintenance:

a. Charger electrical inspection: De-energize and lock out the charger (disconnect from AC power) before maintenance. Open the charger cabinet and perform a visual inspection of internal components.

Check for signs of overheating, melted wiring, burnt odor, or loose connections on contractors, fuses, and terminals. Verify that all electrical connections are tight and that there is no dust or debris accumulation on the circuit that could cause overheating. If applicable, inspect charger fuses or breakers for continuity and proper rating.

b. Charger Output and Operation Test: After visual checks, restore power to the charger to verify functionality. Observe the charger’s start-up and charging indicators to ensure it initiates properly.

Confirm the charger is set to the correct battery type/mode (lead-acid, appropriate voltage). Measure the DC output voltage and current (using a multimeter or built-in display) during a charging cycle to ensure it delivers the proper rate and reaches the correct finish voltage.

c. Cooling and ventilation: Examine the charger’s cooling fans and vents. Clean the vacuum dust from the ventilation grills and fans. Verify that any cooling fans run smoothly without unusual noise and are not obstructed.

d. Physical condition: Inspect the charger enclosure, mounting, and cables for mechanical integrity.

Check for any damages to the charger cabinet, such as a dents, cracks, or missing panel screws.

Ensure that the charger is still securely mounted in place and protected from potential forklift impact.

C. Housekeeping:

a. Cleaning: Verify that the charging station is clean and free of clutter or combustibles. There should be no tools left on battery tops or nearby that could cause shorts. The floor around chargers should be dry (no standing electrolyte) and in good condition (no acid damage). Good housekeeping reduces the risk of accidents and allows safe access to equipment.

1.3 OBJECTIVE

To ensure the safe, reliable, and uninterrupted operation of two forklift charging stations that support critical daily and emergency logistics activities at FEMA Region 2’s warehouse through quarterly preventive maintenance, including battery inspection, water refilling, and compliance with all applicable safety standards.

2.0 SPECIFIC REQUIREMENTS/TASKS

1. Inspect battery electrolyte levels and refill with distilled water as needed.

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2. Clean battery surfaces and neutralize any acid residue.

3. Inspect and tighten all cable connections on both battery and charger ends.

4. Check charging cables and connectors for wear, corrosion, or damage.

5. Test charger functionality including output voltage and current.

6. Inspect and clean the charger ventilation system (fans, filters, heat sinks, etc.)

7. Document all findings, actions taken, parts replaced, and safety issues observed.

3.0 CONTRACTOR PERSONNEL

3.1 Qualified Personnel

The Contractor shall provide qualified personnel to perform all requirements specified in this SOW.

3.2 Continuity of Support

The Contractor shall ensure that the contractually required level of support for this requirement is maintained at all times. The Contractor shall ensure that all contract support personnel are present for all hours of the workday. If, for any reason, the Contractor staffing levels are not maintained due to vacation, leave, appointments, etc., and replacement personnel will not be provided, the Contractor shall provide e-mail notification to the Project Officer before employee absence. Otherwise, the Contractor shall provide a fully qualified replacement.

3.3 Key Personnel

Before replacing any individual designated as Key by the Government, the Contractor shall notify the Contracting Officer no less than 15 business days in advance, submit written justification for replacement, and provide the name and qualifications of any proposed substitute(s). All proposed substitutes shall possess qualifications equal to or superior to those of the Key person being replaced, unless otherwise approved by the Contracting Officer. The Contractor shall not replace Key Contractor personnel without approval from the Contracting Officer. The following Contractor personnel are designated as Key for this requirement. Note: The Government may designate additional Contractor personnel as Key at the time of award.

3.3.1 CONTRACTOR KEY PERSONNEL SHALL NOT BE ASSIGNED BY THE CONTRACTOR TO MORE THAN

ONE KEY POSITION FOR THIS REQUIREMENT.

3.4 Project Manager

The Contractor shall provide a Project Manager who shall be responsible for all Contractor work performed under this SOW. The Project Manager shall be a single point of contact for the Contracting Officer and the Project Officer. The name of the Project Manager, and the name(s) of any alternate(s) who shall act for the Contractor in the absence of the Project Manager, shall be provided to the Government as part of the Contractor's proposal. The Project Manager

Learn more at fema.gov June 2021 5 is further designated as Key by the Government. During any absence of the Project Manager, only one alternate shall have full authority to act for the Contractor on all matters relating to work performed under this contract. The Project Manager and all designated alternates shall be able to read, write, speak and understand English. Additionally, the Contractor shall not replace the Project Manager without prior approval from the Contracting Officer.

3.4.1 THE PROJECT MANAGER SHALL BE AVAILABLE TO THE PROJECT OFFICER VIA TELEPHONE BETWEEN THE 0700 HOURS OF AND 1700 EST, MONDAY THROUGH FRIDAY, AND SHALL RESPOND TO A

REQUEST FOR DISCUSSION OR RESOLUTION OF TECHNICAL PROBLEMS WITHIN 04 HOURS OF

NOTIFICATION.

3.5 EMPLOYEE IDENTIFICATION

3.5.1 CONTRACTOR EMPLOYEES VISITING GOVERNMENT FACILITIES SHALL WEAR AN IDENTIFICATION BADGE THAT, AT A MINIMUM, DISPLAYS THE CONTRACTOR NAME, THE EMPLOYEE’S PHOTO, NAME, CLEARANCE-LEVEL AND BADGE EXPIRATION DATE.

Visiting Contractor employees shall comply with all Government escort rules and requirements. All Contractor employees shall identify themselves as Contractors when their status is not readily apparent and display all identification and visitor badges in plain view above the waist at all times.

3.5.2 CONTRACTOR EMPLOYEES WORKING ON-SITE AT GOVERNMENT FACILITIES SHALL WEAR A

GOVERNMENT ISSUED IDENTIFICATION BADGE. ALL CONTRACTOR EMPLOYEES SHALL IDENTIFY

THEMSELVES AS CONTRACTORS WHEN THEIR STATUS IS NOT READILY APPARENT (IN MEETINGS, WHEN ANSWERING GOVERNMENT TELEPHONES, IN E-MAIL MESSAGES, ETC.) AND DISPLAY THE GOVERNMENT

ISSUED BADGE IN PLAIN VIEW ABOVE THE WAIST AT ALL TIMES.

3.6 Employee Conduct

Contractor’s employees shall comply with all applicable Government regulations, policies and procedures (e.g., fire, safety, sanitation, environmental protection, security, “off limits” areas, wearing of parts of DHS uniforms, and possession of weapons) when visiting or working at Government facilities. The Contractor shall ensure Contractor employees present a professional appearance at all times and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security. The Project Manager shall ensure Contractor employees understand and abide by Department of Homeland Security established rules, regulations and policies concerning safety and security.

3.7 Removing Employees for Misconduct or Security Reasons

The Government may, at its sole discretion (via the Contracting Officer*), direct the Contractor to remove any Contractor employee from DHS facilities for misconduct or security reasons. Removal does not relieve the Contractor of the responsibility to continue providing the services required under the contract. The Contracting Officer will provide the Contractor with a written explanation to support any request to remove an employee.

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4.0 Other Applicable Conditions

4.1 Security

All personnel who are accessing the premises must meet the NAV Sec requirements. Please refer to the attachment for any further requirements.

4.2 Period of Performance

The period of performance for this contract is one (1) twelve month base year with four (4) twelve month option years

4.3 Place of Performance

201 NJ-34, Building C-4 FEMA, Colts Neck, NJ 07722.

4.4 Hours of Operation

Contractor employees shall perform all work between the hours of 0700 and 1700 EST, Monday through Friday (except Federal holidays). However, there may be occasions when Contractor employees shall be required to work other than normal business hours, including weekends and holidays, to fulfill requirements under this SOW.

4.5 Travel

Contractor travel shall not be required for this requirement.

4.6 Post-Award Conference

The Contractor shall attend a Post Award Conference with the Contracting Officer, Project Officer and the Project Officer no later than 15 business days after the date of award. The purpose of the Post Award Conference, which the Contracting Officer will chair, is to discuss technical and contracting objectives of this contract and review the Contractor's draft project plan. The Post Award Conference will be held at the Government’s facility, located at 201 NJ-34, Building C-4 FEMA, Colts Neck, NJ 07722. Or via teleconference.

4.7 Project Plan

The Contractor shall provide a draft Project Plan at the Post-Award Conference for Government review and comment.

The Contractor shall provide a final Project Plan to the Project Officer not later than 15 business days after the Post Award Conference.

4.8 Business Continuity Plan

The Contractor shall prepare and submit a Business Continuity Plan (BCP) to the Government. The BCP Plan is due 15 business days after the award date and will be updated annually. The BCP shall document the Contractor's plans and procedures for maintaining support during emergencies, including natural disasters and acts of terrorism. The BCP, at a minimum, shall include the following:

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A description of the Contractor’s emergency management procedures and policy

A description of how the Contractor will account for their employees during an emergency

How the Contractor will communicate with the Government during emergencies

A list of primary and alternate Contractor points of contact, each with primary and alternate:

o Telephone numbers o E-mail addresses

4.8.1 INDIVIDUAL BCPS SHALL BE ACTIVATED IMMEDIATELY AFTER DETERMINING THAT AN

EMERGENCY HAS OCCURRED, SHALL BE OPERATIONAL WITHIN 08 HOURS OF ACTIVATION OR AS

DIRECTED BY THE GOVERNMENT, AND SHALL BE SUSTAINABLE UNTIL THE EMERGENCY SITUATION IS RESOLVED AND NORMAL CONDITIONS ARE RESTORED OR THE CONTRACT IS TERMINATED, WHICHEVER

COMES FIRST.

In case of a life-threatening emergency, the Project Officer shall immediately make contact with the Contractor Project Manager to ascertain the status of any Contractor personnel who were located in Government-controlled space affected by the emergency. When any disruption of normal, daily operations occurs, the Contractor Project Manager and the Project Officer shall promptly open an effective means of communication and verify:

Key points of contact (Government and contractor)

Temporary work locations (alternate office spaces, telework, virtual offices, etc.)

Means of communication available under the circumstances (e.g. email, webmail, telephone, FAX, courier, etc.)

Essential Contractor work products expected to be continued, by priority

4.8.2 THE GOVERNMENT AND CONTRACTOR PROJECT MANAGER SHALL MAKE USE OF THE

RESOURCES AND TOOLS AVAILABLE TO CONTINUE CONTRACTED FUNCTIONS TO THE MAXIMUM EXTENT

POSSIBLE UNDER EMERGENCY CIRCUMSTANCES.

Contractors shall obtain approval from the Contracting Officer prior to incurring costs over and above those allowed for under the terms of this contract. Regardless of contract type, and of work location, Contractors performing work in support of authorized tasks within the scope of their contract shall charge those hours accurately in accordance with the terms of this contract.

4.9 Progress Reports

The Project Manager shall provide a progress report to the Contracting Officer and the Project Officer via electronic mail. This report shall include a summary of all Contractor work performed, including a breakdown of labor hours by labor category, all direct costs by line item, an assessment of technical progress, schedule status, any travel conducted, and any Contractor concerns or recommendations for the previous reporting period.

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4.10 General Report Requirements

The Contractor shall provide all written reports in electronic format with read/write capability using applications that are compatible with DHS workstations (Windows XP and Microsoft Office Applications).

5.0 Government Terms & Definitions

5.1 DHS - Department of Homeland Security

6.0 Government Furnished Resources

The Government will not furnish any resources to the Contractor in support of this contract.

7.0 Contractor Furnished Property

The Contractor shall furnish all facilities, materials, equipment, and services necessary to fulfill the requirements of this contract, except for the Government Furnished Resources specified in SOW 2.0 and SOW 6.0.

8.0 Government Acceptance Period

The Project Officer will review deliverables prior to acceptance and provide the contractor with an email that provides documented reasons for non-acceptance. If the deliverable is acceptable, the Project Officer will send an e-mail to the Contractor notifying it that the deliverable has been accepted.

8.1 The Project Officer will have the right to reject or require correction of any deficiencies found in the deliverables that are contrary to the information contained in the Contractor’s accepted proposal.

In the event of a rejected deliverable, the Contractor will be notified in writing by the Project Officer of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per the delivery instructions.

8.2 The Project Officer will have 15 business days to review deliverables and make comments. The Contractor shall have 15 business days to make corrections and redeliver.

8.3 All other review times and schedules for deliverables shall be agreed upon by the parties based on the final approved Project Plan.

The Contractor shall be responsible for timely delivery to Government personnel in the agreed upon review chain, at each stage of the review. The Contractor shall work with personnel reviewing the deliverables to assure that the established schedule is maintained.

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9.0 Deliverables

The Contractor shall consider items in BOLD as having mandatory due dates. Items in italics are deliverables or events that must be reviewed and/or approved by the Project Officer prior to proceeding to next deliverable or event in this

SOW.

ITEM

SOW

REFERENCE

DELIVERABLE/EVENT DUE BY DISTRIBUTION

1 4.6 Post Award Conference Xxxxx

N/A

2 4.6, 4.7 Draft Contractor Project Plan Xxxxx

Project Officer, Contracting Officer

3 4.7 Final Contractor Project Plan Xxxxx Project Officer, Contracting Officer

4 4.8 Original Business Continuity Plan Xxxxx Project Officer, Contracting Officer

5 4.8 Updated Business Continuity Plan Xxxxx Project Officer, Contracting Officer

6 4.9 Progress Reports Xxxxx Project Officer, Contracting Officer

7 xxx Xxxxx Xxxxx

Xxxx

8 xxx Xxxxx Xxxxx Xxxx

9 xxx Xxxxx Xxxxx Xxxx