Attachment A Statement of Work.pdf

STATEMENT OF WORK

FOR

REFRIGERATED FREEZER TRAILER

RENTALS

GENERAL: The supplier shall provide all personnel, labor, supervision, equipment, tools, parts, vehicles, and other items necessary to perform/provide/ensure the delivery/transportation/operational use of Refrigerated and Freezer trailers. The purpose for the refrigerated and freezer trailer rentals are to store frozen turkeys and other holiday food items required to be refrigerated for the upcoming holiday season at the specified commissary location. The performance start and end dates may vary at each location and are shown on the Trailer Specification Data Sheets and will be reflected on the solicitation and contract award documents. All invoices must be submitted through the Wide Area Work Flow (WAWF) system for payment. Payment instructions will be detailed within the solicitation and contract award.

Contractor shall:

1. BASE ACCESS SECURITY (Reference clause 52.204-4500):

The Contractor shall be responsible for obtaining installation access as required for all Contractor employees authorized to work at the site, and shall ensure that sufficient personnel have proper access to ensure compliance of contract delivery and service schedule. It is not the responsibility of the commissary employees to escort the contract personnel performing the services onto the base.

The Contractor shall be responsible for ensuring full compliance with all installation access procedures. Installation access includes, but is not limited to, obtaining applicable installation passes and inspections for vehicles and personnel. Contractor employees may also be subject to background security checks/clearances in order to obtain credentials for passes. Some installations are using programs, such as RAPIDGate, which may result in a cost to the Contractor.

Any costs associated with such programs or with obtaining passes, will not be reimbursed separately and should be included in the Contractor's proposed pricing for the product or services being acquired.

2. Coordinate the delivery and pick-up of the refrigerated reefer trailer(s) with authorized

Commissary personnel no later than ten (10) working days prior to start date, and three (3) working days prior to ending date of rental period. Rental period ends on the store’s requested pick-up date regardless of actual pick-up date unless a written modification is issued to extend the rental period. Contracting Office shall be included on email traffic, regarding drop-off and pick-up arrangements.

3. Diesel Refrigerated trailers shall be delivered full of fuel and contractor shall have before and after fuel readings annotated on the delivery/pick-up tickets.

4. Refrigerated trailers shall be in good working order, cleared of all debris, and includes but is not limited to, all electrically cables for hook-up, fluids, and temperature monitors upon delivery.

5. Set temperature as required by the authorize Commissary personnel.

6. Damage reports upon delivery and upon pickup shall be provided and shall be signed off by an authorized commissary representative with a copy left at the commissary.

7. Bill monthly, for all charges incurred from the first to last day of the prior month. Reefer operating hours shall be based on a 24-hour operating flat rate/fee/cost and shall be billed only once during the rental period. The number of days quoted in the monthly rate shall include all the days of that month. (i.e., based on 31 days in the month). October, December and January all have 31 days in the month and are the primary months of the rental period.

8. Contractor is responsible to provide 24-hour emergency on-site repair. Service contact phone number must be provided prior to award. Vendor repair personnel must be on-site within 24-hours of receipt of emergency call from store personnel. Repair must be either completed within 24 hours of initial receipt of emergency phone call or a substitute trailer provided so as not to interrupt the mission. Contractor shall not make any alterations/repairs to the building or items attached to the building of the Commissaries before receiving approval from the Contracting Office.

Note: All repairs caused by commissary negligence must be proven with documentation of proof and verified by the Contracting Office before covered for payment via modification to the contract. Repairs required due to contractor negligence, or as a result of faulty equipment, shall be repaired at the expense of the contractor. Any call for repair must be reported to the contracting office via the contract specialist or contracting officer within 24 hours of service call with an estimated cost of the repair so that funds may be secured and a modification issued to the contract. See Contracting Office POC information and phone numbers in #8 below.

DeCA Authorize Commissary Personnel shall:

1. Coordinate base access with the contractor upon receipt of each contract award.

2. Coordinate with Commissary assigned Field Engineer to have appropriate Installation personnel available to hook up electric trailers, as necessary.

3. Diesel Refrigerated trailers will come with a full fuel tank which the government will keep fueled during operation and fuel tank will be returned to the contractor full of fuel. Authorize Commissary personnel will complete daily fuel checks while conducting the temperature checks to ensure fuel tanks maintain a recommended level to reduce the risk of running low or empty of fuel.

4. Locate source for diesel fuel that accepts the Voyager card. The Voyager card is to be used

ONLY for 100 gal or less per visit. Diesel Fuel is not allowed to be charged against the Government Purchase Card (GPC) or this DeCA purchase order.

5. Visible pictures of the (front, back, left and right side) MUST be taken by the store personnel upon delivery of the refrigerated trailer and sent via email to the Contract Specialist listed in #8 below.

Store personnel must ensure to thoroughly inspect the trailer before signing off on the damage report document. Ensure damage report is signed by the contractor and authorize Commissary personnel upon delivery and pick-up of trailer rental. A copy of the damage report shall be provided to the Contracting Office listed in #8 below.

6. Temperatures will be set as required by authorize Commissary personnel. Authorize Commissary personnel will complete daily temperature checks on refrigerated trailer to ensure product is stored at the proper temperature. Authorize Commissary personnel MUST ensure the refrigerated trailer is turned off when entering and/or exiting at all times, EVEN IF IT IS FOR A COUPLE OF

MINTUES OR AN HOUR AND SO FORTH.

7. Maintain temperature log in accordance with DeCAM 40-5.1.

8. Notify the DeCA Enterprise Acquisition Division, Store Support Services (Contracting Office) immediately of any repairs necessary or damage to the trailer rental after placing a repair and/or service call with the contractor.

Note: During business hours, if repair and/or service call is needed contact Carla Allen Pollard, Contract Specialist at 804-734-8000 x48182 and by email at carla.allenpollard@deca.mil.

After business hours, if repair or service call is needed the Commissary Representative shall contact the Contracting Office emergency cell phone at 804- 536-6500 to only notify all repair request service calls after contact has been with the contractor. Authorize Commissary personnel shall also follow-up with the Contract Specialist during business hours, as noted above.

9. Coordinate the delivery of the refrigerated trailer(s) with contractor no later than ten (10) working days prior to start date, and pickup of trailers no less than three (3) working days prior to ending date of rental period to setup the scheduled pick-up.

10. All product should be removed from trailer, the trailer should be swept/cleared of all debris and ensure the fuel tanks are full before contractor pick-up, Government should not be causing a delay for the driver when they arrive to pick-up the trailer.