BPM006297.M24-0018_Solicitation_SOW__Specifications_CN_Tractor_Trailer__Maintenance_and_Repairs.pdf

STATE OF ARIZONA

DEPARTMENT OF EMERGENCY AND MILITARY AFFAIRS

DEMA Procurement Office, Building #M5800 5645 East McDowell Road

Phoenix, Arizona 85008-3495 Maj Gen Kerry L Muehlenbeck

THE ADJUTANT GENERAL

Camp Navajo Tractor Trailer Maintenance and Repairs

SCOPE OF WORK

1. GENERAL OVERVIEW

1.1. The Department of Emergency & Military Affairs (DEMA) (further referred to as

Department) intends to award a Firm Fixed Price-Indefinite Delivery/Requirements Type contract with Work Orders issued for the preventative maintenance and minor repairs o f Tractor trailer equipment, Trailer equipment, construction equipment, and vehicles located at Camp Navajo (CN), Bellemont, Arizona.

1.2. The Contractor shall furnish the necessary services and supervision, labor, tools, any test or diagnostics equipment (whether owned or rented), repair/replacement parts, material, shop supplies, transportation, and service vehicles to perform the services specified under this contract. The Contractor shall be equipped with a mobile service unit so that preventative maintenance as well as minor repairs can be performed on-site at CN.

Examples of types of work to be completed are preventative maintenance and inspections; minor repairs to engines, transmissions, hydraulic systems, and electrical systems; minor welding and fabrication; and load test/calibration and certification when applicable on an “as required” basis. Contractor may be requested to replace and install batteries for equipment and air castors for weight handling equipment upon separate instruction as determined necessary by CN.

1.3. Under the terms of this contract The Department reserves the right to have agency personnel self-perform maintenance and repair of any and all CN equipment or to use factory authorized dealers for factory mandated recalls, warranty work, and equipment extended maintenance contracts. If scheduled or unscheduled repairs are required during the original manufacturer’s warranty or extended warranty period, the CNMC shall determine the source for repair that is in the best interest of the Department.

The Department reserves the right to obtain like good or services from another source when necessary.

1.4. Contractor shall comply with all applicable American National Standards Institute

(ANSI), Occupational Safety and Health Administration (OSHA) laws, regulations and/or procedures as well as follow all local, county, state, and national regulations including NFPA requirements, manufacturer operating procedures and generally accepted procedures

2. EQUIPMENT LIST

2.1. The Equipment List (Attachment A: Equipment List) is a representation of the types of equipment of equipment currently located at Camp Navajo and the services required for the listed equipment. The Department reserves the right to add or remove equipment

DEMA Procurement Office, Building #M5800 5645 East McDowell Road

Phoenix, Arizona 85008-3495 Maj Gen Kerry L Muehlenbeck depending on Department needs and requirements. Repair item(s) and the number of hours worked each week by the Contractor may vary to support the equipment.

2.2. The equipment list also details the types of services to be provided under the resultant contract.

2.3. Contractor shall provide a Per Man Hourly Rate (PMHR) for labor which is inclusive of travel time for maintenance and repair. Contractor shall provide a Per Man Hourly Rate (PMHR) for labor which is inclusive of travel time for welding/fabrication. Contractor shall not bill for Warranty Travel Time. Contractor shall provide an all inclusive flat rate cost which includes all the necessary labor, specialty tools, and equipment to complete all inspections, load and/or calibration testing. Contractor shall provide parts at Manufacturer Suggested Retail Prices less any applicable manufacturer’s discounts.

Upon request of the CNMC, Contractor shall provide documentation of repair parts manufacturers' suggested retail prices (MSRP).

2.4. Due to the environment and materials being handled at Camp Navajo, some equipment is considered specialized equipment. A brief description of the roles of the equipment is listed below (quantities provided are those currently at Camp Navajo):

2.4.1. Trailers, Semi-Trailers and Platform Beds ( approximately 45 each at this time)

2.4.2. Trucks and Truck Tractors (approximately 56 each at this time)

2.5. The Department reserves the right to add or remove equipment based on the needs and requirements of the Depart.

3. INSPECTIONS

3.1. Trailers

3.1.1. The periodic testing and inspection interval shall not exceed twelve months.

3.1.2. The Contractor shall perform the required tests and inspections with experience in the performance of specialized test and inspection procedures outline in the latest revision of Federal Motor Carrier Safety Act.

3.1.3. Inspections shall include, at a minimum, requirements established in “Inspection and Testing” in the following standards:

3.1.3.1. FMCSA Part 393 and Appendix G

DEMA Procurement Office, Building #M5800 5645 East McDowell Road

Phoenix, Arizona 85008-3495 Maj Gen Kerry L Muehlenbeck

3.1.4. All inspections shall be performed per manufacturer’s specifications, standards and recommendations.

3.1.5. Inspection Documentation and Reporting Requirements.

3.1.6. Upon the completion of each inspection and prior to leaving the premises the

Contractor(s) shall provide inspections documentation as required per section 5.4 and 5.6.1 of FMCSA (or most current requirement).

3.1.7. The Contractor shall provide, upon completion of required test and inspections, a record of tests and inspections accomplished, indicating values, ratings or other findings related to each test or inspection performed.

3.1.8. The Contractor shall provide to CNMC a written notice of discrepancies for each unit inspected, detailing those items that failed the test/inspection and corrective action required prior to re-inspection.

3.1.9. The inspection/test report provided shall indicate the carrier, Department equipment number and attachment number, a description of the equipment including device type, make/model, and serial number or VIN number, license plate, mileage and or hour meter on both the equipment and attachment, if applicable. If no meter is available note that “no meter available”.

3.1.10. The record provided shall be dated and signed by an authorized contractor representative and given to the CNMC Shop Supervisor/Foreman.

3.1.11. A clear Placard or label shall be affixed to the unit or device indicating compliance with testing/inspection criteria with inspection date, vendor name and contact information.

3.2. Other equipment shall be inspected as detailed in attached equipment list (Attachment

A).

4. DEFINITIONS

4.1. The following special terms, phrases, and abbreviations are defined for this Statement of

Work (SOW):

4.1.1. Actual Parts Manufacturer. A manufacturer of equipment parts supplied direct to original equipment manufacturers for incorporating into the production equipment and/or resale as replacement parts. The original equipment manufacturer is the actual parts manufacturer for those parts produced solely by it.

4.1.2. Original Equipment Manufacturer. The manufacturer of the complete production equipment whether assembled from parts of its own manufacturer or from parts or components furnished by other manufacturers or a combination of both.

DEMA Procurement Office, Building #M5800 5645 East McDowell Road

Phoenix, Arizona 85008-3495 Maj Gen Kerry L Muehlenbeck

4.1.3. Rebuilt Parts. Parts that since last used have been dismantled and reconstructed as necessary; all internal parts cleaned and made free from rust and corrosion; all impaired, defective, or substantially worn parts restored to a sound condition or replaced with new, rebuilt, or unimpaired parts; and such other operations performed as are necessary to put the product in sound working condition.

4.1.4. Emergency Repair. This is a priority designator that places this project above all others. A project with an "emergency" designator is to be given necessary resources until completed.

4.1.5. Preventive Maintenance (PM). That service performed by the Contractor on a scheduled basis, which is designed to keep the equipment/systems in proper operating condition. It includes a verification of proper tolerances (tightness, fluid levels, voltages, etc.), and adjustments or other actions as necessary and appropriate in accordance with the manufacturer's maintenance specifications and as authorized in specific PM work orders. The term also includes "inspection."

4.1.6. Repair. To accomplish the operations that are authorized to restore the condition of an item which can be returned to service after overhaul, repair or rework in accordance with procedures, tolerances, and limits established by the overhaul/repair/service specifications and instructions issued by the item manufacturer.

4.1.7. Service. The operation, maintenance, and repair, of CN equipment to support

CN’s operations.

4.1.8. Rework. To work again or to work again an additional time.

4.1.9. Over Haul. To look at every part of (something) and repair or replace part(s) that does not work.

4.1.10. Modification. Change in something (such as a system or style).

4.1.11. Camp Navajo Maintenance Coordinator (CNMC). The individual responsible for the agency surveillance of the work in accordance with the contract. The CNMC communicates with the Contractor on needed PM services and repairs. The CNMC will participate in periodic quality inspections and the Contractor performance survey when requested by the Procurement Officer. The CNMC will contact the CN Resource Management Office to authorize any obligation for a repair or service.

4.1.12. Quality Control. Those actions taken by the Contractor to control the production of services so that they meet the requirements of the contract.

4.1.13. Quality Control Inspection (QC). Those actions taken by CNMC to check maintenance and repair services to determine if they meet contract requirements.

4.1.14. CN Furnished Property. All equipment, facilities and materials provided by the

DEMA Procurement Office, Building #M5800 5645 East McDowell Road

Phoenix, Arizona 85008-3495 Maj Gen Kerry L Muehlenbeck

Government for the exclusive use of the Contractor in fulfilling the terms of the contract.

4.1.15. Minor R e p a i r . Consist of repair or r e p l a c e m e n t o f u n s e r v i c e a b l e p a r t s , assembles, sub-assemblies, and electrical components.

4.1.16. Major Repair. Consist of repair or replacement of major components such as but not limited to transmission, engine overhaul, power train, etc

5. CN FURNISHED PROPERTY AND SUPPLIES

5.1. CN will provide to Contractor reasonable access to CN’s facilities, and when practical, provide space to perform maintenance operations on-site. Contractor may utilize at no cost CN heated buildings with electricity when practical depending on the nature of the repairs and the CN mission.

5.2. For any Contractor request to remove equipment from CN to perform repair(s) at Contractor’s location, the transportation, travel cost, and travel time cost will be at Contractor’s expense and not charged back to the Owner; unless mutually agreed upon in advance as deemed necessary by the CNMC and in the best interest of the Department.

6. PROTECTION OF PROPERTY

6.1. For any work performed at CN installation, the Contractor shall be responsible for all damages to persons or property that occurs as a result of the Contractor’s fault or negligence.

6.2. Upon completion of any work, the Contractor shall leave the CN work area in a clean, neat, and orderly condition satisfactory to the Owner.

7. HOURS OF OPERATIONS

7.1. Contractor shall provide services as necessary Monday through Thursday, 6:00 AM to

4:00 PM (except holidays).

7.2. The following holidays are observed by the State of Arizona;

7.2.1. New Year’s Day, Civil Rights Day, Presidents Day, Memorial Day, 4th of July, Labor Day, Columbus Day, Veterans Day, Thanksgiving and Christmas.

7.3. Due to missions and operations, if required the Contractor may work on a Friday when mutually agreed upon with the CNMC.

8. RESPONSE TIME

8.1. From the time of initial request/service call, Contractor shall provide:

8.1.1. Two (2) hour response to CN for emergency equipment repair.

8.1.2. Eight (8) working hour response for urgent and routine maintenance and repair.

8.2. Target Response time for maintenance and repair completion:

8.2.1. Emergency Repair: 24-48 hours from the date the Contractor receives the Purchase

DEMA Procurement Office, Building #M5800 5645 East McDowell Road

Phoenix, Arizona 85008-3495 Maj Gen Kerry L Muehlenbeck

Order.

8.2.2. Urgent Repair: 5 working days from the date the Contractor receives the Purchase Order.

8.3. Routine Repairs/Preventative Maintenance: 30 working days from the date t h e

Contractor receives the Purchase Order.

8.4. If the Contractor cannot finish the repair within the allocated time frame stated in this solicitation target response time(s) for maintenance and repair completion, the Contractor shall provide a written report to the CNMC containing the work order number, date when equipment was received, status of work, and reason for delay.

8.5. The Contractor shall provide the written report to the CNMC as soon as the Contractor is aware a delay may occur.

8.6. Target response times are only subject to change based on mutual agreement between the Contractor and the CNMC, taking into account distribution, manufacturing, or transportation on parts and material needed to complete the work requested.

9. WORK ORDERS

9.1. When services are required under this contract the CNMC will issue a written work order to the Contractor. This work order contains a brief description of equipment, location, deficiency, and type of repair (emergency, urgent, or routine/preventative maintenance).

9.2. In addition to the inspection of the major deficiencies annotated on the issued work order, the Contractor shall perform a thorough inspection of the equipment to identify any other maintenance or repair requirements necessary to restore the equipment to a safe and serviceable condition.

9.3. The Contractor must sign the work order, note any additional deficiencies and return it to the CNMC with a written cost estimate.

9.4. The CNMC shall contact the Contractor to establish a mutually agreeable schedule for the Contractor to perform Preventative Maintenance (on-site). CNMC shall make the equipment or vehicle(s) available upon the assigned date and time.

9.5. The Contractor shall also be responsible for all material needed and work performed until completion and acceptance of the entire work.

10. COST ESTIMATES

10.1. Prior to performing ANY maintenance and repair work the Contractor must prepare a detailed cost estimate upon receipt of the work order.

10.2. The Contractor shall inspect and disassemble the equipment to a certain extent as practicable in order to prepare the detailed cost estimate.

DEMA Procurement Office, Building #M5800 5645 East McDowell Road

Phoenix, Arizona 85008-3495 Maj Gen Kerry L Muehlenbeck

10.3. The Contractor shall prepare the cost estimate within the following time frames:

10.3.1. Emergency Repair: As soon as possible with a maximum of four (4) hours upon receipt of the work order.

10.3.2. Urgent Repair: One (1) working day upon receipt of the work order.

10.3.3. Routine Repairs/Preventative Maintenance: Five (5) working days upon receipt of the work order.

10.4. The Contractor shall prepare a written detailed cost estimate according to the price schedule of the contract and itemizing the following:

10.4.1. Cost estimate must contain labor hours (HR) required for the repair, broken down by each deficiency and the total number of labor hours.

10.4.1.1. The Contractor shall provide the manufacturer’s published standard repair time for specified types of maintenance and repair services. If the Contractor’s estimated time units differ from the manufacturer’s published standard repair time; the Contractor shall explain the difference in the estimate.

10.4.2. If no published standard repair times are available, Contractor shall use the actual time spent.

10.5. Repair parts required for the requested repairs and/or services shall be listed by part number, quantity and respective price less any rebates, based on the applicable manufacturer rebate group.

10.6. The CNMC shall forward to the CN Resource Management Office the Contractor signed work order and the written cost estimate.

10.6.1. The CN Resource Management Office will determine if the equipment is economically repairable after receipt of the work order and cost estimate.

10.6.1.1. The CN Resource Management Office shall inform the Contractor in writing to either proceed with all or part of the repairs listed on the Contractor’s cost estimate or to invoice the cost estimate in accordance with the non approval of repair information below.

10.6.1.2. If CN decides that the equipment is determined uneconomical to repair, the Contractor shall reassemble any disassembled component to the extent that item can be moved safely to the original CN location, if it was removed from the CN site. CN will pay the Contractor for the actual labor time required to establish a cost-estimate as well as for reassembling the equipment in the case of non approval of repair and return of the equipment.

10.6.2. For any repair and maintenance cost estimate exceeding twenty five thousand dollars ($25,000.00) the CN Director of Operations shall provide written approval for the repair to the CN Resource Management Office prior to issuing a purchase order to the Contractor.

10.7. If during the approved repair/maintenance work the Contractor discovers the

DEMA Procurement Office, Building #M5800 5645 East McDowell Road

Phoenix, Arizona 85008-3495 Maj Gen Kerry L Muehlenbeck need for unanticipated work or parts, which could not have been discovered during the initial inspection, an updated cost estimate shall be prepared and forwarded to the CN Resource Management Office for review and approval prior to performing the additional work. If approved, the Purchase Order will be amended covering these unanticipated repair/maintenance services.

10.8. The Contractor must receive a signed purchase order to perform the work; or written authorization from the CN Resource Management Office to perform the work if a blanket purchase order was previously issued to the Contractor.

11. QUALIFICATIONS

Submissions shall include all qualifications detailed below. Failure to do so may result in bid determined non-responsive.

11.1. Qualifications of Personnel

11.1.1. Maintenance shall be performed utilizing manufacturer trained and fully qualified technician(s) and/or technician(s) trained in such manner that is minimally equivalent to the training provided by the original equipment manufacturer.

11.1.2. Contractor is responsible for ensuring employee(s) assigned to this contract have a minimum of three (3) years of maintenance and repair experience for repairing items similar to the item(s) in this contract.

11.1.3. Contractor shall provide resume(s) documenting required experience, proof of training, and/or certifications for technician(s) assigned to work under a resultant contract along with response to this solicitation, attached separately and labeled appropriately.

11.2. Sub-Contractors

11.2.1. The awarded Contractor shall not be authorized to permanently delegate all work to be performed under this contract to a subcontractor.

11.2.2. If the awarded Contractor occasionally needs to use subcontractor(s) to perform any services, the Contractor shall provide the Procurement Officer the subcontractor(s) name(s), address, and provide proof of training and/or certification.

11.2.3. Written approval of the subcontractor(s) from the Procurement Officer shall be obtained by the Contractor prior to the delegation of any subcontractor(s) performance under this solicitation.

11.2.4. Any and all approved subcontractor(s) shall provide proof of insurance to the

Procurement Officer in accordance with the indemnity/insurance requirements of this solicitation prior to the start of any work.

11.2.5. The Contractor shall not mark up the labor, maintenance, or repair costs of subcontractor(s) if subcontractor(s) rate is less than the Contractor pricing submitted in response to this solicitation. Contractor is solely responsible for payment directly to the subcontractor for any labor, repair, or maintenance cost.

DEMA Procurement Office, Building #M5800 5645 East McDowell Road

Phoenix, Arizona 85008-3495 Maj Gen Kerry L Muehlenbeck

Subcontractor pricing rates exceeding Contractor pricing rates shall not be charged back to the Owner unless mutually agreed upon and approved by the Procurement Officer prior to commencing work.

11.2.6. Original subcontractor estimates shall be submitted to the CNMC with the work order.

11.2.7. Subcontractor estimates and invoicing shall be detailed in accordance with the Contractor requirements under this contract.

11.2.8. Purchase orders shall only be issued to the Contractor. For any Contractor requested subcontractor work performed the Contractor shall be liable for payment to the requested subcontractor.

11.2.9. Subcontractor(s) shall not be authorized to further subcontract work.

11.3. All structural/safety welding shall be performed by certified employees pursuant to industry standards. No welding shall be performed without an approved CN permit.

11.4. Safety Miscellaneous:

11.4.1. Work may require special protective clothing; coveralls, aprons, hats, masks, face shields, reflective vests, back supports, gloves and steel-toed safety shoes/boots etc.

11.4.2. Contractor shall be responsible for identifying those jobs requiring protection equipment and complying with in accordance with OSHA standards.

11.4.3. Contractor shall be responsible for providing training and all necessary personal protective equipment to Contractor employees.

11.4.4. Contractor shall be responsible for ensuring subcontractors have the necessary training and subcontractor provides his personnel with personal protective equipment.

12. SERVICE MAINTENANCE AND REPAIR

12.1. Service, maintenance and repair tasks shall be in accordance with the procedures recommended by the respective manufacturer. Tractor trailers shall be serviced and maintained in accordance with Department of Transportation (DOT) and explosive safety guidelines. Tractor trailers are utilized for the purpose of directly transporting explosives (80%) and transporting explosive support equipment (20%).

12.2. Service, maintenance and repair tasks shall be in accordance with the procedures recommended by the respective manufacturer.

12.2.1. All defective or unserviceable worn parts shall be replaced with parts that meet OEM, UL Certified, ANSI, and/or ASTM standards as approved by the manufacturer for replacement and at minimum carrying the manufacturer standard warranty.

DEMA Procurement Office, Building #M5800 5645 East McDowell Road

Phoenix, Arizona 85008-3495 Maj Gen Kerry L Muehlenbeck

12.2.2. The Contractor shall coordinate with the Manufacturer’s representative on CNMC delegated repairs of equipment and components under warranty at no additional charge to the government.

12.2.3. Parts required for the repair/maintenance services shall be manufacturer’s specified parts, either new or remanufactured exchange parts. If non-original manufacturer repair parts will be used, they must meet the same quality and warranty level comparable to the original repair part in order to keep manufacturer standards for the equipment.

12.2.4. No rebuilt parts shall be used without prior approval of the CNMC. Rebuilt assemblies shall only be used with prior approval of the CNMC when it is a standard industry practice and the rebuilt assembly or subassembly carries the same manufacturer’s or re-manufacturer’s warranty as a new assembly or subassembly.

12.2.5. Any part removed shall be Department property and shall be returned upon request of the CNMC unless the replacement part is predicated upon an exchange basis with the part being replaced.

12.2.6. All parts shall be installed and tested pursuant to manufacturer's recommendations and/or industry best practices.

12.2.7. Contractor shall provide man hour labor rate for routine annual maintenance cost on each piece of equipment as detailed in the Items Grid in APP.

12.2.8. CN will provide monthly hour meter/mileage readings on all equipment.

12.2.9. Contractor shall track equipment usage and perform all maintenance according to schedule.

12.3. Preventative Maintenance

12.3.1. Preventative maintenance shall be done according to manufacturer's recommended service intervals.

12.3.2. Preventative maintenance shall include all cleaning, lubrication, adjustments and replacement of consumable parts (i.e. filters, oil, etc.).

12.4. Contractor shall purchase and supply all parts and materials needed for preventative maintenance and minor repairs under this contract.

12.4.1. For Emergency and Urgent Repairs: If Contractor does not have parts immediately available and parts are available on Post (CN) or in Bellemont, the closest parts shall be procured and utilized prior to Contractor making a trip to procure those parts.

12.5. The Contractor shall return excess CN materials and parts not used on the job, and place in storage at location as directed by the CNMC.

12.6. The Department will only provide payment for parts and labor after work has

DEMA Procurement Office, Building #M5800 5645 East McDowell Road

Phoenix, Arizona 85008-3495 Maj Gen Kerry L Muehlenbeck been completed to the satisfaction of the CNMC at Camp Navajo.

12.7. CN or DEMA Purchasing Office is responsible for issuing all purchase orders numbers.

12.8. The Contractor shall provide recommendations to CN as to completeness of repair(s) needed. CN will not be responsible for paying any unauthorized work.

12.9. At no cost to CN, the Contractor shall be responsible for contacting manufacturers to obtain PM manuals for equipment to be serviced and for any new equipment added during the contract term if manuals are not available for the Contractor to utilize as a resource from CN.

13. QUALITY CONTROL

13.1. The awarded Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor’s quality control (QC) program is the means by which he assures himself that his work complies with the requirement of the contract.

13.2. The awarded Contractor shall submit their quality control plan to the

Procurement Officer within seven (7) days after issuance of the notice of intent to award.

13.3. After CN acceptance of the quality control plan the Contractor shall receive the Procurement Officer’s acceptance in writing of any proposed change to his QC system.

13.4. The CNMC shall periodically perform a quality control inspection of the maintenance and repair services.

14. COST ESTIMATE AND INVOICING REQUIREMENTS

14.1. Each estimate, quote or invoice shall minimally include all of the following information:

14.1.1. Work order number (issued by CNMC)

14.1.2. CN equipment number Make/model number of equipment

14.1.3. Serial number

14.1.4. Equipment hour meter or odometer reading

14.1.5. Number of labor hours by labor rate (labor rate identified shall match line item pricing and hourly rate provided by Contractor in solicitation which resulted in subsequent contract award).

14.1.6. Itemized parts listing including quantity and each part number(s) by price

14.1.7. Contractor shall be permitted to charge up to 2% of labor total for shop

DEMA Procurement Office, Building #M5800 5645 East McDowell Road

Phoenix, Arizona 85008-3495 Maj Gen Kerry L Muehlenbeck supplies/consumables such as aerosol sprays, shop towels, etc.

14.1.8. Sales tax

14.1.9. Freight charges

14.2. Invoices shall also include summary of work/repairs performed, purchase order number, Contract Number (to be identified after award of contract) and name of the Contractor's representative to contact concerning billing questions.

14.3. Failure to meet any of the invoice requirements may result in the rejection of the

Contractor invoice and a delay in payment. Invoices which do not meet the outlined invoice requirements may be returned to the Contractor with a notice stating the reason(s) for rejection. It is the Contractor’s responsibility to re-submit the invoice with proper information in a timely manner.

14.4. Warranty and prompt payment discount periods shall start from the date of the

CN approved invoice.

END OF SCOPE