B5 Tractor Maintenance SOW.pdf

Federal Emergency Management Agency (FEMA)

Statement of Work (SOW)

Maintenance Control for Kubota Tractors

1. Introduction

This Statement of Work (SOW) describes the requirement for tractor maintenance in support of the Beeville Federal Staging Area (FSA) located in Beeville, Texas. Beeville

FSA is used to stage and store over 2,100 Temporary Housing Units (THUs). Mission objectives are carried out among 350 acres and numerous types of equipment are required to keep the site functional. There are six (6) tractors on site that require ongoing upkeep and maintenance, see table at paragraph 6 of this SOW.

2. Scope of Work

The Contractor shall provide all personnel, equipment, supplies, facilities, tools, materials, supervision and other items for services necessary to perform maintenance services as defined in this SOW. The Contractor is responsible for obtaining and utilizing the user’s manuals for each tractor.

Tractors On-Site

Make Model Barcode Serial

Number

Kubota M7-151 2056568 10133

Kubota M7-151 2056569 10152

Kubota M7-151 2056570 10371

Kubota M7-151 2056572 10153

Kubota M6-141 2080410 A0279

Kubota M6-131 2080411 10098

Operational capability is defined as no more than one (1) tractor being down for no longer than one (1) week at any given time. It is the Government’s belief that this objective is achieved through the below listed tasks. FEMA is requesting the provision of Contractor services to carry out regularly scheduled maintenance and unscheduled maintenance/repairs to keep the tractors operational, ensuring their reliability, and prolonging equipment life. All tractors require maintenance in compliance with manufacturer’s maintenance schedule (every 500 hours) to ensure they are fully functional. All work is to be completed at the Contractors location unless otherwise stated by the COR (in the event that equipment breaks down and on-site maintenance/repairs are needed). FEMA shall be responsible for all drop-offs/pick-ups within a 120-mile radius to the Contractors location from the FEMA FSA in Beeville, Texas. 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 Preventive Maintenance Checks and Services (PMCS) of Equipment: Perform maintenance services in accordance with manufacturer specifications (every 500 hours) to include, checking and changing oil, checking and changing filters, checking and changing fluids, checking and changing lubrication, checking and adjusting brakes, checking and adjusting lights and safety devices, checking and repairing/replacing hoses and leaks, inspecting and rotating tires, checking and adjusting bearings, 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 of each part for the six (6) Kubota tractors. The parts identified as part of maintenance are as follows:

Air filter – 1 each

Fuel filter – 1 each

Oil filter – 1 each

Motor oil – 1 quart each

Grease/lube – 1 quart each

Hydraulic oil filter (suction side) – 1 each

Hydraulic oil filter (return side) – 1 each

Front PTO oil – 1 quart each

Power steeling oil filter – 1 each

It is difficult to determine which and when parts will be needed for replacement for maintenance. It is incumbent on the Contractor to provide an average 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 at the end of every service.

3.3 Contracting Officer’s Representative (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 parts of inspection of the tractor(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 for delivery of tractor to their location 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 separate from this contract. 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

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

6. Contractor Personnel

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

Tractor Quantity

Kubota M7-

Kubota M6-

Kubota M6-

7. Security

7.1 Employee Access: Contractor employees shall contact the Contracting Officer

Representative (COR) via e-mail or telephone 24-hours before coming on-site. If prior notice is not possible, contractor employees must coordinate same day arrivals with COR for escort onto FSA.

7.2 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.

7.3 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 (hyyps://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.

7.4 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 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.

8. Period of Performance

The Period of Performance (POP) is anticipated to be 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 30, 2020 through September 29, 2020

Option Period One September 30, 2020 through March 29, 2021

Option Period Two March 30, 2021 through September 29, 2021

9. Contract Line Item Number (CLIN) https://www.dhs.gov/faq-regarding-items-prohibited-federal-property https://www.dhs.gov/faq-regarding-items-prohibited-federal-property

CLIN 0001 Tractor Maintenance

CLIN 0002 Unscheduled Repairs

CLIN 0003 Maintenance Parts List

10. Hours of Operation

The Beeville FSA functions Monday thru Friday 7:30 AM – 4:00 PM, excluding Federal holidays.

Federal Holidays: When a Holiday falls on a Sunday, the following Monday shall be observed as a legal holiday by U.S. Government agencies. When a holiday falls on a

Saturday, the preceding Friday shall be observed as a legal holiday. Also included would be any other days specifically declared by the President of the United States to be a

Federal Holiday.

New Year’s Day January 1st

Martin Luther King’s

Birthday

Third Monday in January

President’s Day Third Monday in

February

Memorial Day Last Monday in May

Independence Day July 4th

Labor Day First Monday in

September

Columbus Day Second Monday in

October

Veteran’s Day November 11th

Thanksgiving Day Fourth Thursday in

November

Christmas Day December 25th

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 (3) 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 and 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 in behalf of the Government. Note: the CO is the only individual legally authorized to bind the Government.

12.3 Contracting Officer’s Representative (COR) – This is an employee of the

U.S. Government appointed by the CO to administer the contract. 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 if that direction 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 all transportation to and from Contractors site. The

Government shall provide workspace, water, and electricity necessary to perform any on-site services required under this contract.

14. Contractor Furnished Property

The Government will provide all transportation to and from Contractors site unless otherwise stated by the COR (on-site maintenance/repairs are needed). The Contractor shall furnish all materials, equipment, and services necessary to fulfill the requirements of this contract. The Contractor shall coordinate with the COR for all necessary connections/plug-ins within 24-hours prior to coming on-site.

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 three (3) business days to make corrections and re-deliver.

15.4 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.

16. Invoices

The Contractor shall invoice the Government per month. The Contractor shall submit all invoices via e-mail to FEMA-Finance-Vendor-Payments@fema.dhs.gov . The

Contractor shall submit invoices no later than the 5th day after performance occurs.

Copies of the submitted invoices shall also be sent to the COR at a minimum.

17. Point of Contact

COR: TBD

E-mail: TBD

Phone: TBD

Alternate COR: TBD

E-mail: TBD

Phone: TBD

18. Manufacturer’s Manuals

Manufacturer’s Manuals can be located at the following PDFs.:

M7-151:

https://kubota.ca/getmedia/46a63c81-ad43-497f-8a07-e00b9cb3c799/M6060,-M7060-

CAB-Default-Auto-OPS-EN-3C63199712?ext=.pdf

M6-141 & M6-131:

https://kubota.ca/getmedia/5967f893-3e56-4c62-b56b-7ccb27b6da37/M6-101,-111,-131,-

141-OPS-EN-3S20599713?ext=.pdf mailto:FEMA-Finance-Vendor-Payments@fema.dhs.gov mailto:Maggie.Trader@FEMA.DHS.GOV mailto:Jenny.Fernandez@FEMA.DHS.GOV https://kubota.ca/getmedia/46a63c81-ad43-497f-8a07-e00b9cb3c799/M6060,-M7060-CAB-Default-Auto-OPS-EN-3C63199712?ext=.pdf https://kubota.ca/getmedia/46a63c81-ad43-497f-8a07-e00b9cb3c799/M6060,-M7060-CAB-Default-Auto-OPS-EN-3C63199712?ext=.pdf https://kubota.ca/getmedia/5967f893-3e56-4c62-b56b-7ccb27b6da37/M6-101,-111,-131,-141-OPS-EN-3S20599713?ext=.pdf https://kubota.ca/getmedia/5967f893-3e56-4c62-b56b-7ccb27b6da37/M6-101,-111,-131,-141-OPS-EN-3S20599713?ext=.pdf