B5 SOW Forklift Maintenance.pdf

Federal Emergency Management Agency (FEMA)

STATEMENT OF WORK (SOW)

FOR FORKLIFT MAINTENANCE

1. GENERAL INFORMATION

This Statement of Work (SOW) describes the requirement of Forklift Maintenance in support of Beeville Federal Staging Area (FSA) located in Beeville, Texas. Beeville FSA is the staging area for over 2,100 Temporary Housing Units (THU). Mission objectives are carried out among 350 acres and numerous types of equipment are required to keep the site functional. There are six (6) forklifts, see table at paragraph 6. of this SOW, of varying models that require ongoing upkeep and maintenance.

2. SCOPE OF WORK

The Contractor shall provide all personnel, equipment, supplies, facilities, transportation, tools, materials, supervision for services necessary to perform maintenance services as defined in this SOW. The Contractor shall be responsible for maintaining operational capability for all forklifts located at the Beeville, Texas FSA. Operational capability is defined as no more than one (1) forklift being inoperable no longer than one (1) week at any given time. The Government asserts that the objective(s) are achieved through the below paragraphs. The Contractor shall carry out regularly scheduled maintenance and unscheduled maintenance/repair services to ensure the forklifts remain operational, ensuring their reliability, and prolonging equipment life. All forklifts require maintenance in compliance with manufacturer’s maintenance schedule (every 250 hours) to ensure they are fully functional (see section 18 for links). All preventive maintenance checks and services (PMCS) work is to be completed at the Beeville FSA location. Equipment requiring unscheduled repairs requiring off site machinery will be transported to the Contractors shop by FEMA. FEMA shall be responsible for all drop-offs/pick-ups within a 120-mile radius to the Contractors location at the FEMA FSA at Beeville, Texas operational hours of 0730 to 1600 Central Daylight Time (CDT). A weekly schedule cannot be reasonably estimated.

The contractor will provide maintenance and repairs upon notification. The Contracting Officer Representative (COR) will contact the contractor in order to establish when maintenance/repair is required. The maintenance and the unscheduled repairs sections detail the tasks to be achieved.

3. MAINTENANCE

3.1 PMCS of Equipment: Perform scheduled preventive maintenance (PM) services every 250 hours in accordance with manufacturer specifications to include, checking and changing oil, checking and changing filters, checking and changing fluids, checking and adding lubrication, checking and adjusting brakes, checking and maintaining lights and safety devices, etc. repair/replace hydraulic hoses and leaks, inspect, tires, brakes, bearings, filters, hoses, fluids, safety lights and equipment etc.

The contractor is responsible for performing maintenance at an hourly rate. FEMA is unable to determine the quantity of parts needed and when they will be needed. The contractor shall provide a price for maintenance parts/lubricants at an average rate for each part for the six (6) forklifts. The parts identified as part of maintenance are as follows:

air filter - 1 each fuel filter - 1 each oil filter - 1 each outer air filter - 1 each inner air filter - 1 each motor oil - 1 quart each grease/lube - 1 quart each fuel/water separator 1 each hydraulic oil - 1 quart each hydraulic filer - 1 each It is difficult to determine when parts will be needed for replacement for maintenance. It is incumbent on the contractor to provide an averaged price for each of the maintenance parts and is to use that averaged price when performing maintenance and documenting when and which maintenance parts were replaced. The documentation will be sent to the COR.

3.2 Document and record details of each preventative maintenance inspection. Identify any deficiencies and include the Contractor’s recommended repairs and any other pertinent information. Preventive maintenance checklist to be provided by the contractor.

3.3 COR approval signature is required at the time of inspection on all PMCS checklists. A copy of the signed checklist shall be forwarded to the COR via electronic mail no later than two (2) business days after inspection.

Payment for work completed under this section is CLIN # 0001(Routine Maintenance) and CLIN#0003 (Maintenance Parts List)

4. UNSCHEDULED REPAIRS

4.1 The contractor shall perform minor repairs of the above listed tasks that is charged to the contractor’s provided hourly rate. If repairs or replacement of parts is necessary as part of inspection of the forklift(s), the contractor will provide troubleshooting advice and if needed, submit a cost proposal to make repairs (bolded for emphasis). Once the cost proposal is reviewed and approved by the COR, Contractor is then to schedule a visit to perform necessary repairs. The contractor shall respond to requests for repairs within 48 hours and shall complete all necessary repairs within three (3) business days. A request to the COR for additional days to be allowed for, shall be coordinated via email or telephone. The COR, with assistance from a subject matter expert within FEMA will determine if a valid request exists to extend the time for repairs.

4.2 The Contractor shall provide a cost proposal for all repairs, parts and materials, beyond preventative maintenance. The cost proposal will be subsequently used to determine the need for proposed repairs.

These repairs shall not be performed, until approval has been obtained by the COR/CO.

Payment for work completed under this section is CLIN # 0002 (Unscheduled Repairs)

5. GENERAL REQUIREMENTS

5.1 Contractor must leave workspace in clean and serviceable condition, following all OSHA guidelines for removal and disposal of hazardous waste materials.

6. CONTRACTOR PERSONNEL

Contractor personnel shall be qualified in maintenance of the below stated equipment at the level of maintenance required to perform repairs.

Forklift Model Barcode Years of Use

DAEWOO D25S-3 FK02325 1186492 15

DAEWOO D25S-3 FK02326 1186491 15

HYSTER H360HD F019E01642B 549173 21

DAEWOO G30E-3 CW01370 681047 16

CASE 586G JJC0295571 1036380 14

CAT P5000 AT3502896 1143512 15

7. SECURITY

7.1 Classified Information: Contractor access to classified information is not required under this SOW.

7.2 Employee Access: Contractor employees shall contact the Contracting Officer Representative (COR) via e-mail or telephone 24 hours before arrival. If prior notice is not possible, contractor employees must coordinate same day arrivals with COR for escort on FSA.

7.3 Employee Identification: Contractor employees visiting Government facilities shall wear clothing or other items (ex. badge) that, at a minimum, displays the Contractor name and the employee’s photo and name.

7.4 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)41 C.F.R. Part 102- 74, Subpart C and 18 U.S.C. § 930 (https://www.gsa.gov/cdnstatic/GSA_Rules_Reg_1105.pdf)when visiting or working at U.S. General Services Administration (GSA) – Leased Government facilities.

The contractor is to refer to https://www.dhs.gov/faq-regarding-items-prohibited-federal-property for further information on prohibited items. The Contractor shall ensure Contractor employees always present a professional appearance and that their conduct shall not reflect discredit on the United States or the Department of Homeland Security.

7.5 Removing Employees for Misconduct or Security Reasons: The Government may, at its sole discretion (via the Contracting Officer or COR), direct the Contractor to remove any Contractor employee from DHS facilities for failure to comply with government regulations as stated above.

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.

8. PERIOD OF PERFORMANCE

The Period of Performance (POP) is anticipated to be a six (6) month base period with two (2) six-month option periods. Please note that the POP will be updated at time of award to accurately reflect the POP.

Base Period March 26, 2020 through September 25,2020 Option Period One September 26,2020 through March 25,2021 Option Period Two March 26,2021 through September 25,2021

9. CONTRACT LINE ITEM NUMBER (CLIN)

CLIN 0001 Forklift Maintenance CLIN 0002 Unscheduled Repairs

10. PLACE OF PERFORMANCE

10.1 The primary place of performance will be Hangar VF 24, Chase Field, 2745 Byrd St., Beeville, Texas 78102.

10.2 Hours of Operation: The Contractor is responsible for conducting business, during daylight hours

0730 through 1600, except for scheduled Government facility closures due to local or national emergencies, administrative closings, or similar Government directed facility closings. The https://www.dhs.gov/faq-regarding-items-prohibited-federal-property

Contractor must always maintain an adequate workforce for the uninterrupted performance of all tasks defined within this SOW. The Contractor shall ensure sufficient contractor employee support for this contract.

11. PROGRESS REPORTS

The Contractor shall submit a progress report to the COR via electronic mail for each instance of maintenance or repair completed within three business days. This report is due on the last day of the month and shall include a summary of all Contractor work performed and any outstanding repairs, plus any Contractor concerns or recommendations for the previous reporting period.

12. GOVERNMENT TERMS & DEFINITIONS

12.1 Contractor- A supplier or vendor awarded a contract to provide specific supplies or services to the

Government. The term used in this contract refers to the prime.

12.2 Contracting Officer (CO)- This is a person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings on behalf of the government. Note: The CO is the only individual legally authorized to bind the government. No implied or apparent authority is permissible, the contractor will only perform the stated services stated in either the contract or the SOW. The COR will provide technical direction but will not direct performance not described within the scope of this contract.

12.3 Contracting Officer Representative (COR)- This is an employee of the U.S. Government appointed by the CO to oversee the contractor’s performance and to improve invoices. Such appointment shall be in writing and shall state the scope of authority and limitations. This individual has authority to provide technical direction to the Contractor that is within the scope of the contract, does not constitute a change, and has no funding implications. This individual does NOT have authority to change the terms and conditions of the contract.

13. GOVERNMENT FURNISHED RESOURCES

The Government will provide workspace, water, and electricity necessary to perform any on-site portion of services required under this contract. The contractor shall coordinate with the COR for all necessary connections/plug-ins within 24 hours prior to performance of PMCS task requirements.

14. CONTRACTOR FURNISHED PROPERTY

The Contractor shall furnish all materials, equipment, and services necessary to fulfill the requirements of this contract.

15. GOVERNMENT ACCEPTANCE PERIOD

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

15.2 The COR 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 COR of the specific reasons for rejection. The Contractor may have an opportunity to correct the rejected deliverable and return it per delivery instructions.

15.3 The COR will have three (3) business days to review deliverables and make comments. The

Contractor shall have two business days to make corrections and redeliver.

16. INVOICES

The Contractor shall invoice the Government per month, net 30 days. Invoices will be submitted via e-mail to FEMA-Finance-Vendor-Payments@fema.dhs.gov . The Contractor shall submit invoices no later than the 5th day of every month. Copies of the submitted invoices shall also be sent to the CO and COR.

Delivery and pick up shall be billed upon occurrence.

17. POINT OF CONTACT

Jenny Fernandez COR Email: Jenny.Fernandez@FEMA.DHS.GOV Phone: 202-706-3894

Maggie Trader Alt COR Email: Maggie.Trader@FEMA.DHS.GOV Phone: 202-255-0910

18. MANUFACTURER’S MANUALS

Manufacturer’s Manuals can be located at the following web sites:

https://www.manualslib.com/products/Daewoo-D25s-3-5891803.html https://www.warehouseiq.com/hyster-h300hd-f019-forklift-repair-manual/ https://www.manualslib.com/manual/1203462/Daewoo-Forkilt.html#product-G30E-3 https://www.manualslib.com/c/case+586g.html https://equip-manual.com

These reports shall be made available to the Government at any time requested for the duration of this contract.

mailto:FEMA-Finance-Vendor-Payments@fema.dhs.gov mailto:Jenny.Fernandez@FEMA.DHS.GOV mailto:Maggie.Trader@FEMA.DHS.GOV https://www.manualslib.com/products/Daewoo-D25s-3-5891803.html https://www.warehouseiq.com/hyster-h300hd-f019-forklift-repair-manual/ https://www.manualslib.com/manual/1203462/Daewoo-Forkilt.html#product-G30E-3 https://www.manualslib.com/c/case+586g.html

ITEM SOW

REFERENCE DELIVERABLE DUE BY DISTRIBUTION

1 11 Progress Report Within three (3) days within maintenance/repair of each forklift.

COR