FCC BUTNER FREEZER TRAILER STATEMENT OF WORK.pdf

STATEMENT OF WORK

REFRIGERATED TRAILERS SERVICES/RENTALS

1. BACKGROUND

The Federal Bureau of Prisons, Federal Correctional Complex (FCC) Butner, North Carolina, requires the provision of freezer trailers and maintenance services. This is a firm-fixed-price, commercial items contract. The Government reserves the right to award without discussion and make a single award. Therefore, each initial offer should contain the offeror's best terms from a cost or price standpoint.

2. PERIOD OF PERFORMANCE

The period of performance for this contract will be from April 1, 2025 through September 30, 2025.

3. BASIC SERVICES

The contractor shall provide all management, tools, supplies, equipment, and labor necessary to supply and maintain freezer trailers at FCC Butner, North Carolina. All work performed shall comply with both government and commercial standards.

Freezer Trailers:

• Provide, set up, and maintain operable service on 53-foot freezer trailers.

• Trailers will always run on diesel power.

• Trailers must be equipped with roll-up doors (no swinging doors).

• Trailers must maintain a minimum temperature of zero degrees Fahrenheit at all times.

• Trailers will be utilized to store frozen foods.

4. STANDARD SERVICE AND MAINTENANCE FOR REFRIGERATED TRAILERS

The contractor shall provide all necessary services to ensure the proper functioning and maintenance of the refrigerated trailers (53-foot freezer trailers) for the duration of the contract.

All services provided must comply with both government and commercial standards, and the contractor must adhere to industry best practices for the operation and maintenance of refrigerated trailers.

4.1. Routine Maintenance and Inspection

The contractor will be responsible for performing routine inspections and preventative maintenance on the refrigerated trailers, including but not limited to the following tasks:

• Refrigeration Unit Inspection:

o Check the operation and efficiency of the refrigeration unit to ensure it is running optimally and maintaining the required temperature of zero degrees Fahrenheit.

o Inspect and test temperature sensors and alarms to ensure they are functioning properly and can provide accurate readings.

• Airflow and Circulation:

o Check the interior airflow system to ensure that air circulation within the trailer is sufficient to maintain uniform temperature distribution.

o Clean and maintain air filters, fans, and any other components affecting airflow to prevent buildup of dirt or debris.

• Electrical System Inspection:

o Test the trailer's electrical system, including wiring, connections, and fuses, to ensure there are no issues that could lead to equipment failure.

o Inspect and maintain the trailer’s battery and backup systems for the refrigeration unit to ensure reliable operation.

• Refrigerant Levels:

o Check and ensure proper refrigerant levels in the refrigeration unit. If refrigerant levels are low, the contractor will promptly add the necessary amount of refrigerant to maintain the optimal performance of the system.

• Tire and Brake Maintenance:

o Perform routine inspections of tires and brakes to ensure they are properly inflated, aligned, and in good working condition for safe transportation.

• Trailer Condition Check:

o Inspect the structural integrity of the trailer, including door seals, suspension system, and flooring, to ensure no damage that could compromise the operation of the trailer.

o Verify that roll-up doors are in good working condition, ensuring a proper seal and no leaks.

• Refrigeration Unit Cleaning:

o Clean the condenser and evaporator coils to ensure the refrigeration unit runs efficiently and effectively.

o Regularly clean the air intake filters to prevent blockages that could reduce system performance.

• Drainage System:

o Inspect and clean any drainage or water removal systems to avoid blockages and ensure they are functioning properly.

4.3. Preventative Maintenance

In addition to regular inspections and cleaning, the contractor shall perform the following preventative maintenance tasks:

• System Performance Testing:

o Perform load tests and operational checks on the refrigeration unit and other critical components to ensure all systems are operating within optimal parameters.

• Lubrication of Moving Parts:

o Lubricate any moving parts, including door hinges and locks, suspension components, and other mechanical systems, to reduce wear and tear and ensure smooth operation.

• Component Replacement:

o Replace any worn or damaged parts before they fail, including seals, gaskets, and belts, to avoid unexpected breakdowns.

• Calibration:

o Calibrate the temperature monitoring system to ensure it reads accurately and that the trailer maintains the required temperature range.

4.4. Emergency Service and Repairs

In the event of an emergency breakdown or failure, the contractor shall respond as follows:

• Emergency Response Time:

o The contractor must be available for emergency repairs and must respond within 2 hours of notification by FCC Butner.

o All emergency repairs must be included in the rental price unless the damage is caused by misuse or negligence by the government.

• Emergency Equipment Availability:

o The contractor shall ensure that essential spare parts, such as belts, seals, refrigerant, and other commonly required components, are readily available to reduce downtime during emergency repairs.

• Documentation of Services:

o After each service or repair, the contractor shall provide hard copies of the work performed to FCC Butner. This includes documentation of inspections, maintenance performed, parts replaced, and any emergency services conducted.

4.5. Recordkeeping and Reporting

• The contractor shall maintain a logbook of all maintenance and service activities, which shall be made available for inspection by the Contracting Officer or designated government representative at any time.

• The logbook shall include details of:

o Date and time of service or maintenance performed.

o Description of services rendered or repairs made.

o Any issues identified during service and the corrective actions taken.

4.6. Service Frequency

The contractor will perform the following scheduled maintenance services at the specified intervals:

• Monthly Service:

o Routine inspections and preventive maintenance checks on all critical components of the trailer and refrigeration unit.

• Quarterly Service:

o Thorough inspection of trailer structure, refrigeration unit, and emergency systems. Full system checks, including temperature and airflow testing.

• Weekly Service Call:

o The contractor will perform a weekly inspection every Friday before the weekend, focusing on potential issues that could lead to emergency service calls over the weekend.

4.7. Performance Monitoring and Quality Assurance

• The contractor shall adhere to a Quality Assurance Plan (QAP) to monitor the performance of the trailers and services provided. This includes tracking service response times, ensuring that all trailers are meeting performance expectations, and addressing any issues identified during inspections or emergency calls.

• The contractor shall work closely with the government’s Quality Assurance Representative (QAR) to resolve any issues in a timely manner and ensure compliance with the terms of the contract.

5. SERVICE CALLS

The contractor must provide the following:

• A telephone number for contact between 7:00 A.M. and 5:00 P.M., Monday through Friday.

• An emergency contact number for evenings, weekends, and holidays.

• When service is required outside of the contractor’s scheduled hours, service must begin within 2 hours after notification.

• All service calls must be included in the rental price unless otherwise stated.

• Hard copies of maintenance performed on rented freezer trailers shall be provided to

FCC Butner.

• A weekly service call on Fridays will be required to inspect the trailers before the weekend, minimizing emergency service calls during weekends.

6. HOURS OF OPERATION

The government reserves the right to establish specific days and times for the performance of any scheduled work under this contract. The contractor shall perform routine services during normal duty hours, 7:30 A.M. to 3:00 P.M., Monday through Friday.

7. SECURITY REQUIREMENTS

The contractor shall obtain all necessary cards, passes, decals, or other items required for access to the Federal Correctional Complex. All personnel operating a vehicle shall be a licensed driver and all vehicles shall be licensed and insured. Upon employee termination or completion/termination of the contract, the contractor shall surrender any employee/vehicle identification to the Security Forces.

• Contractor personnel shall be restricted to those areas necessary to perform work under this contract and must use direct routes to and from the work site as approved by the escorting staff.

• The Government has the right to restrict the employment of any contractor employee who is identified as a potential threat to the health, safety, security, well-being, or operational mission of the installation.

• Contractor personnel shall present a neat appearance and be easily recognizable by wearing contractor-furnished visible identification badges. Each badge shall include the individual's first name and the contractor's name.

• Military uniforms, camouflage clothing, or military insignia are prohibited.

• The contractor must adhere to all regulations prescribed by the institution for the safety, custody, and conduct of inmates.

Background Check Requirement:

• The contractor will provide a list of employees who will be driving and assisting the truck that may enter the secure perimeter.

• Each employee must be cleared through a background check conducted by the institution.

The institution reserves the right to reject any clearance application or revoke an approved clearance.

8. NONPERSONAL POSITION

This is a contractual arrangement and not a personnel appointment; payment is based on the completion of a specific result. The contractor will not be subject to government supervision except for security-related matters. All duties outlined in this SOW shall be performed according to the standards and methods generally accepted within the contractor's field of expertise.

9. EVALUATION OF AWARD BASIS

The evaluation factors for award will include price, past performance, and delivery time frame.

10. ENVIRONMENTAL CONTROL

The contractor shall comply with all applicable Federal, State, and local environmental regulations. In the event of spills that could enter the storm system or cause environmental harm, the contractor or authorized representative shall immediately report the incident to the FCC Safety Department.

11. CLEAN UP

The contractor shall keep all supplies, equipment, and machinery out of traffic lanes or areas that may pose a public hazard. The contractor is responsible for removing and disposing of all debris from the work site at an off-base location.

12. SET-UP/FUEL/CLEAN-UP FEES

All applicable set-up, fuel, and clean-up fees must be clearly stated in the contractor's quote.

13. PAYMENT TERMS

• All contractors are advised that this solicitation includes the clauses at FAR 52.204-7, System for Award Management (SAM). This clause requires all contractors doing business with the Federal Government to be registered in the SAM database.

• Contractors should provide their Unique Entity ID (UEID) number to the BOP staff member requesting quotes.

• Failure to complete SAM registration may result in elimination from consideration for award.

• The contractor may offer discount payment terms for prompt payment as specified on the SF-1449 form.

Invoices should be submitted to:

Federal Correctional Complex Butner P.O. Box 999 Butner, NC Attn: Accounts Payable

14. DAMAGES TO GOVERNMENT PROPERTY

• The contractor shall immediately report any damage to FCC Facilities Manager.

• The contractor is responsible for all damages caused by their employees’ actions or inactions. All damage to real property must be repaired by the contractor using materials of like type, quality, and finish.

• If the contractor fails to repair the damage, the government will correct the damage, and the costs will be deducted from the contractor's payment.