Draft MERS Fleet Maintenance Statement of Work.pdf

DRAFT

Statement of Work

Department of Homeland Security

Federal Emergency Management Agency

Disaster Emergency Communications Division

Performance Work Statement

For

Fleet Repair and Recovery Services

1.0 GENERAL

The Disaster Emergency Communication Division’s (DECD) mission is to provide disaster response throughout the United Sates in the immediate aftermath of an event. This often means operating in austere or hazardous conditions which may result in the damage to fleet equipment.

When this occurs it is critical that vehicles are returned to a fully-mission capable status as soon as possible in order to continue the response effort.

DECD maintains on staff mechanics to perform preventative maintenance checks and services

(PMCS); routine services; and minor repairs on its fleet of 600+ vehicles and trailers. As part of the division’s enterprise maintenance program, support is required from a third party vendor to provide 24/7 nation-wide roadside assistance, towing services, tire replacement, and major repairs.

2.0 SCOPE OF WORK

2.1 The contractor shall serve as a single point of contact and billing for all services throughout the entire repair process to include towing services.

2.2 The contractor shall provide all materials, tools, equipment, labor and Quality Control supervision necessary to perform scheduled repairs and services and unscheduled maintenance repairs and services.

2.3 The Contractor shall provide coverage for a collision repair and refurbishment center within 50 miles of all Mobile Emergency Response Support (MERS) Detachment HQs and

Mobile Communications Office Vehicle (MCOV) staging areas or transportation of equipment to and from a collision repair and refurbishment center. (see Attachment C for list of locations)

2.4 The contractor shall perform services and repairs for all categories, makes, and models of

FEMA-MERS and FEMA-MCOV rolling stock, to include all vehicle components and support equipment. This includes (but is not limited to): sedans, SUVs, heavy-duty pickup trucks, Class

A Recreational Vehicles, Class A Commercial trucks, semi-trailers, utility and cargo trailers, power generation equipment, environmental control units, and trailer mounted HVAC systems

(see Attachment B for general list of equipment)

2.5 The Contractor shall allow on-site visits of FEMA personnel in order to inspect the progress of the work.

2.6 The Contractor shall be proficient with and have access to current software to perform problematic diagnostics via on-board computer systems for all equipped categories, makes and models of DECD rolling stock. The Contractor shall keep its proficiency, software, and equipment current to meet evolving industry standards and technology.

2.7 The Contractor shall give FEMA vehicles priority on maintenance and repairs during

Presidentially Declared Disasters.

2.8 The Contractor’s labor estimates must not exceed the widely accepted industry standards for time-to-complete, such as the Motor Labor Guide, Chilton Labor Guide, or Mitchel 1.

2.9 The Contractor shall repair vehicles and components to manufacturer specifications. The contactor shall use new original-equipment-manufacturer (OEM) parts whenever available over generic or off-brand parts. When OEM parts are not available, substitutions must be pre-approved by the COR. If parts are salvaged or recapitalized, they must be pre-approved by the

COR. Estimates and invoices must note if parts are: OEM, off-brand, new, and/or salvaged.

2.10 Contractor shall retain removed parts for 90 days on site for inspection by Government.

The COR may waive this requirement if parts must be returned to manufacturer as part of a warranty or manufacturer recall requirement.

2.11 The Contractor shall be able to replace trailer and vehicle tires. Tires must conform to manufacturer specifications. Tires must conform to state and federal safety standards. The

Contractor shall only replace tires with new original-rubber tires produced by the following manufacturers: Goodyear, Michelin, Firestone, Bridgestone, or Toyo. Tires are to be replaced within a mutually agreed upon schedule between the Government and the Contractor.

3.0 CLIN 001 – FLEET MANAGEMENT & MAINTENANCE SUPPORT

3.1 The Contractor shall provide remote fleet management support and expert maintenance support for a fleet of approximately 650 vehicles and trailers. The contractor shall provide unlimited technical support for maintenance issues for a wide array of vehicles to include (but not limited to) commercial trucks, tractors, trailers, generators , material handling equipment, fuel tankers, water tankers, environmental control units, and recreational vehicles. Technical support includes:

3.1.1 Troubleshooting maintenance issues with end users

3.1.2 Advising on parts substitutions where OEM parts are no longer available

3.1.3 Researching technical questions regarding maintenance issues and service life extensions

3.1.4 Provide timely updates on the status of ongoing work

3.1.5 Provide a detailed report of all open and closed work orders every two weeks

3.2 The Contractor will return all Government equipment repaired in accordance with manufacturer’s specifications; Department of Transportation regulations; and Federal and

State laws. Vehicles and trailers must be road worthy. If the contractor is unable to comply with this requirement, they will notify the COR in writing.

4.0 CLIN 002 – NATIONWIDE ROADSIDE ASSISTANCE

4.1 The Contractor shall provide nationwide roadside assistance 24 hours a day, 7 days a week. Assistance will include a 24-hour call number, towing services, and tire services.

4.2 The Contractor shall provide towing services from a DECD vehicle’s location to the nearest refurbishment center, or to a location pre-approved by the

Government.

4.3 The Contractor shall coordinate with the vehicle operator for required towing and roadside repair authorizations.

4.4 The Contractor shall coordinate with the vehicle operator an acceptable response time from the time the request for roadside assistance is made.

5.0 CLIN 003 – MAJOR REPAIRS

5.1 The Contractor shall provide the following services:

5.1.1 Automotive Repair –The repair and replacement of any of the mechanical or electrical components of a vehicle or trailer to include (but not limited to): the engine, transmission, brake system, fuel system, radiator, suspension system, or steering system.

5.1.2 Body Repair –The repair or replacement of any damage to the exterior or interior of the vehicle or trailer that is non-mechanical or non-electrical in nature. This includes (but not limited to) damage to the frame, windows, fender, panels, or paint job

5.1.3 Environmental Control Unit (ECU) Repair - The repair or replacement of any components of the environmental control unit associated with a vehicle or trailer.

5.1.4 Generator Repair –The repair or replacement of any components of the on board generator associated with a vehicle or trailer.

5.1.5 Tire Replacement –Any labor associated with tire repair, replacement, balancing, mounting, or rotation.

5.2 The Contractor shall provide an estimate of costs prior to performing work. No work will be initiated until estimate is approved by the COR. If the contractor determines that costs will exceed the approved estimate, a new estimate shall be submitted. All estimates shall contain the following:

1) Identify the specific vehicle by license plate and vehicle identification number

(VIN).

2) Detail specific damage or issues and propose remedies

3) Itemize separately the costs of labor, towing, parts, and materials. Must note if parts are: OEM, off-brand, new, and/or salvaged.

4) Approximate number of hours of labor expected

5) Identify estimated delivery date for repair.

6) Any additional costs beyond parts and labor must be identified, to include (but not limited to): parking/storage fees, tire disposal, battery disposal, oil disposal, etc.

6.0 DESCRIPTION OF DELIVERABLES

6.1 Contractor shall provide at a minimum a warranty on all labor and on all parts that covers at minimum 1 year or 24k miles, which ever condition is met first. For generators, the contractor must cover 500 hours of operation in lieu of mileage.

The contractor will be liable for any damage caused to a vehicle or trailer due to improperly performed work or faulty parts.

6.2 The Contractor shall provide invoices monthly. Invoices will be approved by the

COR. All invoices shall contain the following: in addition to the info required in the section entitled Invoices.

1) Itemize separately the costs of labor, towing, and materials. Must note if parts are:

OEM, off-brand, new, and/or salvaged.

2) The related vehicles license plate and vehicle identification number (VIN).

3) The number of hours of labor performed

4) Any additional costs beyond parts and labor must be identified, to include (but not limited to): parking/storage fees, tire disposal, battery disposal, oil disposal, etc.