_4_Attachment_1D_DC_Moffett_FM_PWS_v2_7.pdf

Attachment 1D_DC Moffett FM PWS V2.7.Docx As of: 4/25/2014

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Performance Work Statement (PWS) FEMA Continental United States (CONUS) National Fleet Equipment (CNFE)

Department of Homeland Security (DHS) Federal Emergency Management Agency (FEMA)

Logistics Management Division (LMD) Distribution Center Moffett Field

Table of Contents

PART 1: GENERAL

1.1BACKGROUND

1.2SCOPE

1.3PERIOD OF PERFORMANCE

PART 2: CONTRACTOR DELIVERABLES

2.1 GENERAL

2.2 MATERIALS

2.2.1 BIOBASED PRODUCTS

2.2.2 BIOBASED PRODUCTS LIST

2.3 FACILITIES

2.4 UTILITIES

2.5 DATABASE

2.6 MAINTENANCE

2.6.1 FLEET INSPECTIONS/ BASIC SERVICES/ SCHEDULED REPAIRS

2.6.2 FLEET UNSCHEDULED REPAIRS

2.6.3 TRACKING MAINTENANCE

2.6.4 TRACKING FAULTS

2.6.5 WORK ORDER INPUT

2.6.6 WORK FLOW MANAGEMENT

2.6.7 TRAVEL

2.7 SUPPLY CHAIN MANAGEMENT

2.7.1 GREEN PROCESSING AND REPORTING

2.7.2 STORAGE

2.7.3 WARRANTY

2.7.4 MANUFACTURER’S MANUALS

2.8 PERSONNEL

2.8.1 GENERAL REQUIREMENTS

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2.8.2 SUBCONTRACTOR

2.8.3 SECURITY REQUIREMENTS

2.8.4 IDENTIFICATION OF CONTRACTOR EMPLOYEES

2.8.5 SURGE AND EMERGENCY WORK

2.8.6 SPECIAL QUALIFICATIONS

2.9 SAFETY

2.9.1 HAZMAT AND ENVIRONMENTAL CONTROL PLAN

2.9.2 SAFETY PLAN

2.10 REPORTS

2.10.1 WEEKLY STATUS

2.10.2 MONTHLY INVOICES

2.10.3SUBCONTRACTOR INVOICES

2.10.4 FINAL BILLING

2.10.5 ADDITIONAL REPORTS

2.11 QUALITY CONTROL PLAN

2.12 POST AWARD CONFERENCE OR PERIODIC PROGRESS MEETINGS

2.13 TRANSITION OF SERVICES

PART 3: GOVERNMENT DELIVERABLES

3.1 GENERAL

3.2 EQUIPMENT

3.2.1 COMPUTERS

3.2.2 EQUIPMENT LIST

3.3 FACILITIES

3.4 UTILITIES

3.5 DATABASE

3.6 QUALITY ASSURANCE

3.7 PLACE OF PERFORMANCE

3.8 FEDERAL HOLIDAYS

PART 4: CONFIDENTIALITY AND NONDISCLOSURE

PART 5: PERFORMANCE REQUIREMENT TABLE

PART 6: DEFINITIONS

PART 7: ACRONYMS

PART 8: APPENDICES

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PART 1: GENERAL

1.1BACKGROUND

The Federal Emergency Management Agency (FEMA) is seeking to acquire a contract service to fulfill the requirement of maintaining Continental United States (CONUS) National Fleet Equipment (CNFE) at Distribution Center (DC) Moffett Field. Since FEMA is tasked with responding to disasters with minimal launch time, it is essential that FEMA's CFNE be fully-mission capable (FMC) at all times. The requirement for this contract is an average of 90% or higher FMC rate per equipment sub class and overall site each month. FEMA is required to maintain a fleet of approximately 119 CNFE at Distribution Center Moffett Field, CA (Santa Clara County) in order to support FEMA’s logistical emergency needs associated with natural and man-made disasters. The government prefers companies that are headquartered or that maintain a regional office within 100 miles of the maintenance site, or that can demonstrate the ability to have corporate personnel to provide oversight of the work and respond quickly to issues with minimal travel required.

1.2SCOPE

Unless otherwise specified herein, the contractor shall provide all supplies, personnel, equipment, tools, materials, supervision, and other items or services necessary to perform the management and operation of fleet maintenance functions as defined in the Performance Work Statement (PWS). All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards and, to the extent feasible and reasonable, include the exclusive use of biobased products. All supplies, materials, and equipment to be used in the performance of work described herein are subject to the approval of the Contracting Officer Representative (COR).

1.3PERIOD OF PERFORMANCE

The period of performance shall be for 1 base year of 12 months and two 12-month option years. The period of performance reads as follows:

• Base year

• Option year one

• Option year two

FEMA reserves the unilateral right to extend the term of this contract at the prices set forth in accordance with the terms and conditions contained in 48 C.F.R. 52.217-9 entitled, "Option to Extend the Term of the Contact."

PART 2: CONTRACTOR DELIVERABLES

2.1GENERAL

Except for those items specifically stated to be government-furnished in PART 3:

Government Deliverables 3.2.1 Computers, the Contractor shall furnish everything required to perform this PWS. The Contractor is solely responsible for compliance with all applicable federal, state, and local laws, regulations, codes, technical manuals, manufacturer's instructions and recommendations and any acceptable commercial practices in the delivery of required services. The Contractor is tasked with working cooperatively with other federal, 4 | P a g e state and local government agencies and any other Contractors in providing services under this contract. The Contractor is charged with obtaining all necessary permits, clearances, bills of lading, travel, and other related maintenance and repair documentation. The Contractor must provide proof of service (for example, a signed, dated receipt) for any maintenance or repair service that the Technical Monitor (TM) or COR determines is needed to verify the Contractor's service certification. In the event of a disaster, the Contractor will provide FEMA with a 24 hour, 7 days a week point of contact necessary for emergency maintenance support. (To be submitted with proposal).

2.2MATERIALS

The contractor must submit to the COR a list indicating the name of the manufacturer, the brand name, and the intended use of each of the materials, proposed for use in the performance of its work. The contractor shall not use any materials, chemicals, or compounds which the COR determines would be unsuitable for the intended purpose or harmful to the surfaces to which applied. The contractor shall utilize products and materials made from biobased materials (e.g., biobased lubricants, biobased hydraulic fluids, biobased fuel additives) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user.

2.2.1BIOBASED PRODUCTS

For the biobased content products evaluation, all products proposed for use under this contract must conform to the Department of Agriculture (USDA) Designated Biobased products List (DBPL) whenever practicable. Contractors should provide data for their biobased lubricants and hydraulic fluids to document biobased content, and source of biobased material (i.e. particular crop or livestock). Any material which the COR suspects does not meet Federal specifications or standard shall be tested at the Contractor’s expense by an independent testing laboratory qualified to perform such test as are required. A copy of the laboratory report giving the results of the test and a sample of each product, if requested, shall be submitted to the COR. These products shall meet the requirements established by applicable Federal specifications and standards or be considered unacceptable for use.

2.2.2BIOBASED PRODUCTS LIST

The following is a list of products USDA requires for vehicle maintenance purposes.

Each product submitted must be identified with one of these categories. It is desirable that vendors be able to supply the greatest number of biobased products listed meeting the health and environmental specifications. Labeling should be printed on all containers. (There is a federal standard for labeling see www.biobased.gov to get specific information)

Hydraulic Fluids Penetrating Lubricants

Diesel Fuel Additives Multipurpose Lubricants

General Penetrants and Lubricants- to include oil of various viscosities Paints

Hydraulic Lubricants Transmission Fluids

Lube Chain Lubricants Degreasers

Bio-based Gas Conditioners Air Tool Lubricants

Fuel Conditioners Chrome Polish/Cleaners http://www.biobased.gov/

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Insecticides Glass Cleaners

Carburetor Cleaner All Purpose Cleaners

Engine Starting Fluids Antifreeze

Wood Sealant Battery Cleaner

Windshield Washer Fluid

*This list is not all inclusive and the government retains the right to add additional products when identified*

The offered products must meet the required consistencies as stated in the USDA Final Rule. Products which do not meet the mandatory specification or for which the appropriate information has not been submitted will be disqualified from further consideration.

2.3FACILITIES

The Contractor shall be responsible for safeguarding all government property provided for Contractor use. At the close of each work period, FEMA facilities, CNFE, and materials shall be secured on site at the maintenance location.

2.4UTILITIES

The Contractor shall instruct employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities (e.g.

leaving facility lights on when not in use).

2.5DATABASE

The Contractor will be required to use the FEMA Sunflower Systems Asset Management Solutions database. The Contractor must adhere to FEMA policy, FEMA Information Technology Security Directive: FD 140-1 (Attachment 2), for computer and database security. Initially one computer will be available at DC Moffett. Additional computers may be available based upon need. At a minimum, the database is utilized to:

A. Work Orders Entry- To include all required data as dictated by the TM/ COR.

B. Identify the original equipment manufacturer (OEM).

C. Establish an Authorized Stockage Level (ASL) for the fleet.

D. Updated the ASL as required and provide a current copy to the COR.

E. Establish 100% accountability of parts and an audit trail of installed parts to prevent/deter pilferage.

F. Establish a parts quality deficiency report (PQDR) accountability and tracking system.

G. Establish a cost analysis system.

H. Provide historical data on each CNFE.

This list is not all inclusive and the government reserves the right to add additional items when identified.

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2.6MAINTENANCE

2.6.1 FLEET INSPECTIONS/ BASIC SERVICES/ SCHEDULED REPAIRS

The Contractor shall provide all personnel, equipment, tools, materials, labor and supervision necessary to perform scheduled maintenance and repairs on Government owned National Fleet Equipment. The fleet will be inspected, basic services and scheduled repairs performed to a safe and serviceable condition. All DOT inspections will be performed by outside third party vendors. Contractors will not perform DOT inspections with in-house personnel. All faults shall be remediated by the end of the, after the Technical Monitor (TM) has received notification and authorized intended repair under the $2500. If the scheduled maintenance or repair service is over $2500, then 3 quotes are required to be submitted to the COR for review and approval by the CO. All verbal guidance will be followed by written documentation, i.e. email confirmation, so there is written record of guidance issued. If the CNFE is awaiting parts, a work order will be created, and the Contractor will provide FEMA with a Forecast Delivery Date (FDD) of when the repair will be accomplished. The Contractor shall complete the service according to the FDD. All repairs must be documented. Documentation, at a minimum, must list items inspected, repaired, important notes, pricing of parts, labor, miscellaneous fees ,taxes, and all additional cost charges that will be invoiced to the agency and certification of the inspector. Contractor will provide on time fleet maintenance and repair services.

The Contractor will provide CNFE maintenance and repair services under a work order issued pursuant to this agreement in the most cost-efficient manner. The Contractor will provide a point of contact with a cellular phone that is available 24 hours a day. The Contractor will provide appropriate documentation that CNFE is FMC to include the CNFE be safe, clean, odor and damage-free.

Annual services will occur when due and the FEMA Site Monitor in conjunction with the Contract Site Lead can come to a consensus about distributing the workload for annual services to distribute as evenly as possible throughout the year. Expectation is that all equipment will receive an annual inspection within 90 day of work start dates. DOT inspections performed by a third party vendor are in addition to the annual inspection requirement and should be fulfilled within 30 days of current certification expiration.

FEMA still retains the right to adjust services as needed when a requirement is identified to meet mission demands. The following Appendices reference inspection and basic services: Appendix A: Equipment Class Type; Appendix B: Inspection Service Schedule.

All tires that have a manufacture date older than TEN years will immediately be replaced regardless of the condition.

2.6.2FLEET UNSCHEDULED REPAIRS

The Contractor shall provide all personnel, equipment, tools, materials, labor and supervision necessary to perform unscheduled maintenance and repairs on Government owned National Fleet Equipment. The fleet will be inspected, unscheduled services and unscheduled repairs performed to a safe and serviceable condition.

The Contractor shall provide unscheduled repairs to include accident repair as required to ensure that CNFE are in a safe and serviceable condition at all times. It is not required that the Contractor provides organic towing/recovery equipment, but the Contractor may need to make appropriate coordination with a local towing/recovery vendor.

Any deficiency identified by FEMA personnel that was not previously identified by the contractor thru routine maintenance and inspection will result in the contractor assuming full responsibility to include 100% cost of the repair. This does not include unscheduled repairs.

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All faults shall be remediated by the end of the, after the Technical Monitor (TM) has received notification and authorized intended repair under the $2500. If the unscheduled maintenance or repair service is over $2500, then 3 quotes are required to be submitted to the COR for review and approval by the CO. All verbal guidance will be followed by written documentation, i.e. email confirmation, so there is written record of guidance issued. If the CNFE is awaiting parts, a work order will be created, and the Contractor will provide FEMA with a Forecast Delivery Date (FDD) of when the repair will be accomplished. The Contractor shall complete the service according to the FDD. All repairs must be documented. Documentation, at a minimum, must list items inspected, repaired, important notes, pricing of parts, labor, miscellaneous fees ,taxes, and all additional cost charges that will be invoiced to the agency and certification of the inspector. Contractor will provide on time fleet maintenance and repair services. The Contractor will provide CNFE maintenance and repair services under a work order issued pursuant to this agreement in the most cost-efficient manner. The Contractor will provide a point of contact with a cellular phone that is available 24 hours a day. The Contractor will provide appropriate documentation that CNFE is FMC to include the CNFE be safe, clean, odor and damage-free.

2.6.3TRACKING MAINTENANCE

The Contractor will use the FEMA maintenance database to track in-place and CNFE maintenance and repair service, FDD status, condition and inventory of the fleet, and awaiting parts. FEMA personnel will train Contractor on use of the maintenance system within the first week upon assumption of duties at the maintenance site. The Contractor will be given authority to open/ complete work orders. Work orders will be initiated (opened) NTE two (2) working days and completed NTE two (2) working days from the time that the service and or repair was completed. FEMA personnel will close the work order once verification of correct entry is validated. The system shall:

A. Provide a real-time accurate status record and tracking capability

B. Describe the type of inspection, service, or repair and replacement of components

C. Describe faults and corrective repairs

D. Maintain schedules for maintenance service

E. Display the mechanics name and supervisor’s name approving the work

F. Show regular review of records and procedures

G. Maintain information on repair parts, work load/order, and warranties for the period of time specified in the work order upon CNFE input into the database. Upon completion of the contract, all information pertaining to repair parts, work load/order, and warranties will be handled in accordance with PART 2: Contractor Deliverables

2.13 Transition of Services

H. Maintain status by FEMA designated location, CNFE model, CNFE barcode and serial number, frame number, condition and status

2.6.4TRACKING FAULTS

The Contractor will use the FEMA fleet database as a method to identify and assess the nature of a fault and place priority on its repair. If a decision is made to defer working on a fault, the person making the decision must be identified on the record and must be qualified to make the decision and notify the TM and/ or COR. The Contractor is expected to adhere to the non-negotiable 90% or higher FMC rate at all times. If FEMA choses to defer a repair for any reason, then that equipment repair that is deferred will not be considered part of the 90% FMC rate and the Contractor will not be penalized or

8 | P a g e accountable for any deferred repair. At no time will items be deferred that affect the safety of the CNFE (brakes, steering etc.). If deferred, the system must show the reason (awaiting part numbers XX) and the FDD. At the completion of the repair, records must show the fault has been rectified and tested.

2.6.5WORK ORDER INPUT

All work orders will be entered in the FEMA fleet database system in accordance with directives issued forth from the site TM/COR.

2.6.6WORK FLOW MANAGEMENT

Contractor must present a comprehensive plan demonstrating the capability to complete a repair and discuss how the Quality Assurance/ Quality Control process will be evaluated for each instance. Each instance refers to each example of scheduled maintenance or repair. FEMA will hold the Contractor responsible to insure that each main event is in compliance with the Contractor’s QA/QC plan.

2.6.7TRAVEL

The Contractor is responsible for all travel expenses to and from DC Moffett to complete maintenance in accordance with PART 2: Contractor Deliverables 2.6 Maintenance.

2.7SUPPLY CHAIN MANAGEMENT

2.7.1GREEN PROCESSING AND REPORTING

The Contractor shall be responsible for procuring and stocking generally available consumables in accordance to EPA standards and FAR Part 23- Environment, Energy and Water Efficiency, Renewable Energy Technologies, Occupational Safety, and Drug- Free Workplace, including but not limited to, shop towels, appropriate cleaning supplies, grease and other lubricants, shop safety equipment and connectors (i.e., nuts, bolts, screws, etc.).

2.7.2STORAGE

In order to reduce CNFE down time, the Contractor shall have sufficient parts on hand within 45 business days after contract award. The Contractor shall be responsible for storing spare parts as needed by the Contractor’s maintenance personnel. The Contractor is required to keep a minimum of 5% bench stock of commonly expendable items to include lubricants, fluids, and trailer tires. FEMA may not have space available for storage of said parts at some facilities. The Contractor shall establish an ASL for the different models listed in DC Moffett Equipment List (Attachment 3D) and/or as required per a task order. The Contractor shall establish an ASL using historical data to determine what types and quantities to stock. Due to parts availability and timeliness, the Contractor can obtain parts through various sources with an emphasis on quality parts since the Contractor will invoice FEMA at cost. Contractor shall utilize new replacement parts and not refurbished. FEMA reserves the right to provide some repair parts if it is cost effective. The invoice and maintenance log shall indicate which new part has been installed or used in the repair of CNFE. Replacement parts shall be of equal quality, size, and function to that being replaced, i.e. No “recaps” or “retreads” will be used for replacing tires.

2.7.3WARRANTY

All parts used by the Contractor shall be warranted against defects or failure as per the supplier or manufacturer warranty. Any replaced part that fails within the standard industry warranty period shall be replaced at no cost to FEMA, in accordance with the

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The Contractor shall provide motor vehicle and equipment repair parts equal to or that exceeds the quality of replacement parts supplied by the original equipment manufacturer. Commercially purchased or contractor rebuilt parts may be used if they equal or exceed the quality of the original parts with approval of the TM/COR. The Contractor will track the warranty and will record the date, time, and name of supplier from where the parts were ordered and received. The Contractor will coordinate warranty repairs with the designated Government official and annotate on the corresponding work order. If requested by FEMA, the Contractor will provide a copy of the warranty tracking system. A complete list of ASL parts will be provided to FEMA TM on the 1st business day each month.

2.7.4MANUFACTURER’S MANUALS

The Contractor is expected to procure/ provide manufacturer’s manuals for all the equipment models as needed and clearly label as property of the Contractor.

2.8PERSONNEL

2.8.1GENERAL REQUIREMENTS

FEMA is authorized to restrict access of any location under the contract to any Contractor employee or prospective Contractor employee, who is identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population.

The Contractor shall furnish sufficiently competent, qualified, and certified (as required) personnel to perform all work specified herein. Contractor personnel shall have proper documentation indicating that they are legally authorized to work in the United States.

Contractor personnel shall be able to read, write, communicate, and understand English at a level necessary to satisfactorily complete the contract requirements stated herein.

The Contractor shall provide proof of appropriate certifications, qualifications and licensing necessary to perform the required services, to include proof of electrical safety training and lockout tag out training for the technicians who will be performing the maintenance and testing. The Contractor shall provide a sufficient number of personnel at DC Moffett with the capacity to service a normal work load per day.

The Contractor will be required to screen and monitor each employee and potential employees to identify those who may pose a potential threat to the health, safety, security, general well-being or operational mission of the installation and its population.

The Contactor shall notify the TM and/ or COR of any reason or condition that identifies an employee or potential employee as a threat to the health, safety, security, general well-being, or operational mission of the installation and its population. The Contractor shall not employ individuals identified as a potential threat to the health, safety, security, general well-being, or operational mission of the installation and its population in the performance of this contract.

2.8.2SUBCONTRACTOR

All Subcontract employees are to adhere to the same policies, procedures and requirements as full time organic Contract employees.

2.8.3SECURITY REQUIREMENTS

The Contractor and Subcontractors shall comply with all required DHS and FEMA security requirements regarding Contractor onboarding and operations. Applicants must complete FEMA Form 121-3-1-6 (Contract Suitability Security Fitness Request form)

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(Attachment 4) and send to the COR within 10 business days of contract award. The COR will submit the forms on behalf of the contract personnel to the FEMA-OSCO- Intake-Compliance-Branch. Contractor personnel will then receive an invite (if required) into: (a) the Electronic Questionnaire Information Processing (eQIP) and (b) how and where to have their fingerprints collected and submitted. Afterwards, applicants will complete: (1) eQIP and (2) submit fingerprints within 10 business days from the date of the invite being sent. An Entry of Duty (EOD) determination based on preliminary investigative checks will be made within 15 business days of receipt of all completed and correct documentation. After 15 business days, the COR will reach out to the Customer Service Branch for an applicant’s status. No Contractor personnel will be allowed access to FEMA facilities unless they have obtained an appropriate and current FEMA identification badge. Once a badge has been issued and Contractor personnel have been granted access to FEMA facilities, personnel will comply with all security requirements mandated by FEMA.

2.8.4IDENTIFICATION OF CONTRACTOR EMPLOYEES

All Contractor personnel attending meetings, answering government telephones, and working in other situations where their Contractor status is not obvious to third parties are required to identify themselves as such to avoid creating an impression in the minds of members of the public that they are government officials. They must also ensure all documents or reports produced by Contractors are suitably marked as Contractor products or that Contractor participation is appropriately disclosed. Supervisors shall be easily identifiable from other Contractor personnel. Contractor personnel shall present a neat appearance and be easily recognized. The Contractor shall ensure that all personnel display the badge on the outermost garment at all times when performing work under this contract. This requirement shall apply to all approved subcontractor employees as well.

2.8.5SURGE AND EMERGENCY WORK

No Surge and Emergency work is required for this solicitation.

2.8.6SPECIAL QUALIFICATIONS

The primary Contractor, subcontractors, and associated personnel shall provide quantifiable proof of knowledge of maintenance operations in resume format, to include but not limited to, current and prior maintenance operations and maintenance certifications, such as, Blue Seal of Excellence Recognition, Automotive Service Excellence (ASE) certifications, Military Occupation Specialty Qualifications, Vocational/Trade School Education, etc. The Contractor shall have a minimum of two

(2) years of experience in this type of work and be qualified In Accordance With (IAW) the National Fire Protection Association (NFPA) standards. Emergency Vehicle Technician (EVT) certification is in excess of the minimum requirement.

The Contractor must have a comprehensive personnel management plan that supports the requirement and clearly identifies the key personnel by name, position, and responsibilities. The organizational structure should, at a minimum, identify the prime Contractor and the subcontractor(s), Project Manager, Maintenance Lead, and Automotive Mechanics. The Fleet clerk is not authorized as a stand-alone administrative position under this solicitation. The Fleet clerk can be an additional assigned duty, but not a primary function. The personnel provided in response to this solicitation must have current maintenance qualification and experience as documented through submission of resumes. The key personnel are: the Project Manager, the Maintenance Lead, and Automotive Mechanics and must meet the following minimum criteria:

A. Project Manager:

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1. One Project Manager will be assigned to the contract

2. Shall oversee and be responsible for the Contractor personnel adherence to the contract

3. Be designated in writing by the Contractor head office to the CO and COR

4. Will have on-going communications capability with the Contractor head office, Contractor personnel and COR

5. Shall be available between 7 AM to 4:30 PM, Monday thru Friday except for

Federal Holidays or when FEMA facility is closed for administrative reasons.

B. Maintenance Lead:

1. Each FEMA facility will have a Maintenance Lead assigned

2. Must have at least 10 years of experience in vehicle maintenance and repair management

3. Experience and/or certification training working in a disaster/emergency environment

4. Subsequent hires for this position shall meet the same requirements. The name and statement of actual qualifications of this person and an alternate, shall be designated in writing to the COR

5. The Maintenance Lead or alternate shall have full authority to act for the Contractor on all contract matters relating to the daily operation of Contractor maintenance

6. Will be responsible for the daily operation of other Contractor personnel and adherence to the contract and will work in conjunction with the TM

7. Required to provide documentation proving that a current Commercial Driver’s License has been obtained and valid in order to test drive applicable Class A vehicles

8. Will have on-going communications capability with the Project Manager, other Contractor personnel, TM and COR

C. Automotive Mechanic

1. The number of Qualified Mechanics that will be physically assigned to each individual FEMA facility will be based off the equipment list

2. Will be responsible for the FEMA facility physical workload being accomplished

3. Must be experienced in the class of equipment they are assigned to before performing any maintenance repair on that class

4. Inspects services and repairs the engines, brakes, and other parts of cars, buses and trucks. They also perform routine maintenance to prevent future breakdowns.

5. The Contractor will provide documentation showing the mechanic is qualified

6. Required to provide documentation proving that a current Commercial Driver’s

License has been obtained and valid in order to test drive applicable Class A vehicles

7. Will have on-going communications capability with the Project Manager, Maintenance Lead and TM.

2.9SAFETY

2.9.1HAZMAT AND ENVIRONMENTAL CONTROL PLAN

In accordance with FAR Part 23- Environment, Energy and Water Efficiency, Renewable Energy Technologies, Occupational Safety, and Drug- Free Workplace the Contractor will be responsible for disposing of hazardous materials in an environmentally friendly way. Hazardous material includes all material hazardous to health, safety, or the

12 | P a g e environment such as; but not limited to, hazardous chemicals, hazardous substances, toxic chemicals, and ozone depleting substances. The Contractor shall be knowledgeable of FAR Part 23 and comply with Federal, State, and local laws and regulations. The Contractor must have an approved plan that shall be followed by the Contractor and its employees to ensure environmentally safe handling, storage and disposal procedures of HAZMAT materials. HAZMAT compliance must be in accordance with Federal, State, and local laws and regulations.

2.9.2SAFETY PLAN

The Contractor shall comply with all Federal, State, and local authorities having jurisdiction and with safety and fire regulations promulgated by the Department of Labor (OSHA) under Title 29, Section 1910 of the Code of Federal Regulations. The Contractor is solely responsible for compliance and cost of compliance with Federal, State, and local laws and regulations pertaining to environmental protection;

occupational health and safety; and the transportation, storage, and disposal of hazardous materials and hazardous waste.

A. Some classifications of work may require special protective clothing; coveralls.

Aprons, masks, face shields, reflective vests, back supports, gloves, and steel-toed safety shoes/boots IAW the regulations covering the job descriptions. The Contractor shall be responsible for identifying those job classifications requiring protection equipment IAW OSHA standards. An accepted Safety Plan must exist and be followed by the Contractor and employees to ensure the safe operation of tools and equipment. The plan must include, at a minimum, general standards for area operations and for Contractor personnel as well as references to any commercial standards used in the Contractor’s plan. In performing work under this contract, the Contractor shall:

1. Conform to the safety requirements contained in the contract for all activities related to the accomplishment of the work.

2. Take such additional immediate precautions as the CO may reasonably require for safety and mishap prevention purposes, such as periodic safety classes where employee attendance is mandatory.

3. Develop and provide at the start of the orientation period or the start of the first operational performance period (if there is no orientation period) a safety plan for the protection of the FEMA facilities, Government property, and to provide a safe work environment for the employees.

4. Provide protection to Government property to prevent damages during the period of time the property is under the control or in possession of the Contractor.

5. Include a clause in all subcontracts to require sub-Contractors to comply with the safety provisions of this contract as applicable.

6. Record and report promptly (within one hour) to the designated Government Representative (GR), all available facts relating to each instance of damage to Government property or injury to either the Contractor or Government personnel.

7. In the event of an accident/mishap, take reasonable and prudent action to establish control of the accident/mishap scene, prevent further damage to persons or property, and preserve evidence until released by the accident/mishap investigative authority through the COR.

8. If FEMA elects to conduct an investigation of the accident/mishap, the Contractor shall cooperate fully and assist Government personnel in the conduct of investigation until the investigation is completed.

B. The Contractor shall provide written notification to the COR within 24 hours of being notified by any Federal, State, or local agency that a safety law and/or regulation has

13 | P a g e been violated. This report shall provide at a minimum the following: time and date of occurrence, personnel who discovered the violation, a description of the violation, required corrective action(s), and a projected correction date.

C. Delays either caused by the Contractor's need to comply with laws or resulting from failure to comply with laws shall not excuse failure to complete tasks.

D. The Contractor shall notify the TM and COR within 24 hours of each accident that occurs during CNFE maintenance and repair service areas that involve injury to a Contractor or sub-Contractor employee. The Contractor shall provide the TM or COR with the following information within 48 hours of the incident:

1. A written description of the accident, including the location of the accident and the names of the individuals involved. Standard Form 91 (SF-91) (Attachment 5) will be used as an accident report for any accident involving a government vehicle).

2. Copies of any police reports regarding the accident.

3. Copies of any reports filed with the Contractor's insurance carrier(s) regarding the accident. In addition, within 5 days of the incident, the Contractor shall provide the CO with a summarized explanation of the occurrence and corrective action(s) that have been taken.

E. In the event the Contractor violates Environmental Protection Agency (EPA) or Occupational Health Administration (OSHA) regulations, the Contractor shall be held responsible and shall hold the U.S. Government harmless from any and all administrative and financial involvement. The Contractor shall perform, and is responsible for, all necessary cleanup and treatment costs.

F. Equipment registration may be required on U.S. Government installations. All equipment operated in support of this contract shall be registered, insured, licensed, and safety-inspected in accordance with all Federal, State, and local requirements.

The Contractor shall ensure that appropriate personnel have current driver's licenses as mandated by Federal, State, and local laws.

2.10REPORTS

The TM and COR may require management information reports from the Contractor if not captured in Sunflower. The Contractor shall provide electronic reports on maintenance and repair activities performed at each FEMA designated facilities.

2.10.1WEEKLY STATUS

This is a report compiling the detailed data for all CNFE that are awaiting parts, awaiting maintenance and CNFE that are in the repair area. The list will also give an estimated in-service FDD and time for all three categories. The report shall provide the details indexed by both the Contractor's unique identification number and the FEMA maintenance database system work order number. This report shall be provided on a weekly basis showing all services performed for the week (Monday – Sunday). Weekly reports are to be submitted on each Monday for the previous week’s services. If Monday is a holiday, the report will be due the following Tuesday.

2.10.2MONTHLY INVOICES

A monthly invoice detailing CNFE maintenance and repair services provided along with a complete breakdown of the charges (i.e., parts, labor costs, miscellaneous fees, and applicable taxes). The report is due by the 1st business day of the next month when invoice payment is submitted.

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2.10.3SUBCONTRACTOR INVOICES

All work orders and invoices by subcontractor or sublet work must be broken down by cost and properly annotated. Qualifying work that falls under this category would be considered any inspection and or repairs that are performed by someone who is not a direct employee of the parent company.

2.10.4FINAL BILLING

The Contractor will provide a final billing report within ninety (90) days after being released from the contract by the CO/COR regardless of timing and/ or circumstance.

The report shall include detailed accounts of all CNFE maintenance and repair services provided along with a complete breakdown of the charges.

2.10.5ADDITIONAL REPORTS

FEMA reserves the right to request additional reports as needed/identified and the Contractor will provide as necessary the identified report to the requestor (COR/TM/CO) within 5 business days of request or as agreed to by the COR/TM.

2.11QUALITY CONTROL PLAN

The Contractor shall develop and maintain an effective QCP to ensure services are performed in accordance with this PWS. The QCP shall be submitted as part of the technical proposal. The Contractor shall develop and implement procedures to identify, prevent, and ensure non-recurrence of defective services. The Contractor's QCP is the means by which the Contractor assures work complies with the requirement of the contract. Specific service delivery must be in substantial compliance with contract requirements and be suitable for the intended purpose of the contract. In order to demonstrate compliance, the QCP will cite specific paragraphs from the PWS.

A. The QCP must include quality controls to meet the following performance requirements:

1. CNFE Maintenance

2. Management Information System

3. Supply Chain Management System

4. Personnel Management

5. HAZMAT and Environmental Control Plan

6. Safety Plan

B. The QCP elements shall include at a minimum, but not be limited to the following:

1. CNFE work order tracking

2. CNFE intervals between repair/maintenance

3. Warranty management

4. Key control procedures according to the policy of the individual DC

5. Management information system standards

6. CNFE turn-around time

After acceptance of the QCP, the Contractor shall receive the Contracting Officer's (CO's) acceptance in writing of any proposed in-scope change to the QCP.

2.12POST AWARD CONFERENCE OR PERIODIC PROGRESS MEETINGS

The Contractor agrees to attend any post-award conference convened by the contracting activity or contract administration office in accordance with FAR Subpart 42.5. The CO, COR, and other government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings, the CO will apprise the Contractor of how FEMA views the Contractor's performance, and the Contractor will

15 | P a g e apprise FEMA of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to FEMA and can occur either in person or at an agreed upon location or telephonically.

2.13TRANSITION OF SERVICES

A. The Contractor shall take all actions necessary to ensure a smooth transition of operations at the beginning and end of the contract, to include termination or normal expiration of the contract. Coordination and cooperation with the predecessor/successor Contractors and/or Government activities are essential to ensure an orderly and efficient transition of services. Problems encountered in the transition of operations shall be reported to the COR.

B. The Contractor shall provide to the COR a transition plan to ensure the efficient and thorough transfer of data from predecessor Contractors and or Government operations. The plan shall be provided to the COR a minimum of 90 calendar days prior to the last day of the current contract period and shall identify the nature and extent of the transition activities required and the time frame for accomplishing each activity.

C. If the Contractor is involved in disaster response at the time the contract ends, the Contractor shall accept Work Orders for CNFE maintenance and repair services up to the last day of the contract and is responsible to complete the Work Order. The Contractor may request that the last day be advanced to accommodate transition between the Contractor and its successor, subject to a joint agreement between the CO and all other parties. Unless otherwise specified, the Contractor shall provide to the successor Contractor or to FEMA, paper and electronic copies of CNFE maintenance and repair services documentation for all unfinished services on or before the contract expiration date. The transfer of these files shall be coordinated through the COR.

PART 3: GOVERNMENT DELIVERABLES

3.1GENERAL

FEMA will manage the fleet database of CNFE which can provide service history, service schedule history as well as repair costs and history. Additionally, the FEMA mechanic will provide various reports from the database upon request of the contractor. FEMA will issue guidance to provide CNFE maintenance and repair services during declared emergencies as well as issuing guidance in other non-emergency events when it has been determined to be in FEMA's best interest to use the Contractor's services under this agreement. FEMA will notify the Contractor through verbal and or written guidance to continue or extend operations and notify the Contractor to terminate operations. FEMA will review invoices for accuracy and integrity. FEMA will issue verbal and or written guidance to meet the services under this contract. FEMA will advise the Contractor of parts that it plans to provide on a case by case basis. FEMA will be responsible for maintaining accountability and administering warranty work performed on CNFE under an original equipment manufacturer warranty.

3.2EQUIPMENT

3.2.1COMPUTERS

FEMA will have designated FEMA computers that the Contractor will have access to maintain the fleet database.

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3.2.2EQUIPMENT LIST

FEMA will provide an equipment list for DC Moffett Due to the fluidity of FEMA’s mission the equipment listing could fluctuate +/- 5% at DC Moffett due to procurement or deployment/ reassignment. If at any time DC Moffett’s equipment list deviates more than +/- 5% a modification will be issued to reflect the change in numbers. FEMA will track all equipment changes in conjunction with the Contractor in order to insure compliance.

FEMA retains the right to adjust the equipment numbers based off of a one for one equipment substitution. For instance if DC Moffett removes a piece of equipment from the equipment list DC Moffett can then add a difference piece of equipment of comparable asset class type without submitting a price modification for the contract.

3.3FACILITIES

FEMA shall provide the Contractor with necessary workspace for the Contractor personnel, i.e. at the designated FEMA facilities. When and where available, FEMA will provide adequate, heat, light, ventilation, outlets, electric current, and telephones for local calls by Contract personnel. The facility will be provided at no charge to the Contractor for the duration of the contract. FEMA may restrict the entry of Contractor personnel onto U.S.

Government premises through the use of entry passes. Irrespective of the issuance of passes on government facilities, Contractor personnel may be subject to search and seizure at the discretion of FEMA. Some FEMA designated facilities may be limited-access military facilities with controlled gate openings and closures. All equipment entering and leaving military installations are subject to being searched. Unscheduled gate closures may occur at any time and personnel entering or exiting the installation may experience a delay. Under these circumstances, the Contractor shall contact the TM or COR if providing mobile CNFE maintenance or repair services for instructions.

3.4UTILITIES

All utilities at the facility will be available for the Contractor's use in performance of duties outlined in this PWS.

3.5DATABASE

The FEMA fleet database shall be a system that FEMA will give access to the Contractor that at a minimum will used to input work orders and confirm work schedule.

3.6QUALITY ASSURANCE

FEMA shall evaluate the Contractor's performance under this contract in accordance with the Quality Assurance Surveillance Plan (QASP) (Attachment 6) and Performance Requirement Table (PRT). This plan is primarily focused on what FEMA must do to ensure the Contractor has performed in accordance with the performance standards. It defines how the performance standards will be applied, the frequency of surveillance, and the minimum acceptable defect rates. Services performed by the Contractor during the period of this contract shall at all times be subject for review by the Technical Monitor (TM), COR or authorized representative. FEMA may inspect each task as completed or increase the number of quality control inspections if deemed appropriate because of repeated failures discovered during quality control inspections or because of repeated customer complaints.

Likewise, FEMA may decrease the number of quality control inspections if merited by performance. FEMA will also investigate complaints received from various customers located at the designated FEMA facilities. The Contractor shall be responsible for initially validating customer complaints. However, FEMA shall make final determination of the validity of customer complaint(s) in cases of disagreement with the customer(s). If the Contractor is in non-compliance of a standard, the Contractor shall correct within 3 business

17 | P a g e days non-compliance deficiencies at no additional cost to FEMA. Also, FEMA will delay payment of invoices until noted deficiencies are corrected.

3.7PLACE OF PERFORMANCE

Distribution Center – Moffett Field

Building 144 Door 7 – NASA AMES Research, Moffett Field CA 94035

POC: Jeffery Anongos

Alternate: Cesar Arreola

650-603-8498

Hours of Operation: 7AM-3:30PM PST

3.8FEDERAL HOLIDAYS

The Contractor is responsible for conducting fleet maintenance at the FEMA Facility listed above in 3.7 Place of Performance between the hours of 7 AM – 3:30 PM Monday through Friday except federal holidays listed below or when FEMA facility is closed due to local or national emergencies, administrative closings, or similar government-directed facility closings. The Contractor must at all times maintain an adequate work force for the uninterrupted performance of all tasks defined within this PWS when the FEMA facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the work force are essential. Work scheduled, but not accomplished because of FEMA facilities closure will be accomplished as soon as possible after reopening of the FEMA facilities.

FEDERAL RECOGNIZED HOLIDAYS:

HOLIDAY OCCURRENCE

1. New Year’s Day January 1st

2. Martin Luther King Day 3rd Monday in January

3. Washington’s Birthday 3rd Monday in February

4. Memorial Day Last Monday in May

5. Independence Day July 4th

6. Labor Day 1st Monday in September

7. Columbus Day 2nd Monday in October

8. Veteran’s Day November 11th

9. Thanksgiving Day 4th Thursday in November

10. Christmas Day December 25th

If these holidays fall on a Saturday, the preceding Friday will be observed. If these holidays fall on Sunday, the following Monday will be observed.

PART 4: CONFIDENTIALITY AND NONDISCLOSURE

It is agreed that:

A. The draft and final deliverables and all associated working papers, application source code, and other material deemed relevant by FEMA which have been generated by the Contractor in the performance of these tasks are the exclusive property of the U.

S. Government and shall be submitted to FEMA at the conclusion of the tasks.

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B. FEMA will be the sole authorized source for releasing verbally or in writing any data, the draft deliverables, final deliverables, or any other written or printed materials pertaining to this task order. The selected Contractor shall release no information.

Any request for information relating to these tasks presented to the selected Contractor shall be submitted to FEMA for response.

C. Press releases, marketing material, or any other printed or electronic documentation related to this project shall not be publicized without the written approval of FEMA.

PART 5: PERFORMANCE REQUIREMENT TABLE

Performance

Objective Standard Performance

Threshold Method of

Surveillance Impact on Payments

PRT #1

The contractor shall provide all required maintenance for each site equipment class in accordance with

PWS PART 2:

CONTRACTOR

DELIVERABLES 2.6:

MAINTENANCE

The contractor provided all required Maintenance Services.

FEMA fleet equipment has a FMC average rating of 90% or higher each month for each type of equipment/sub-class

The weekly FMC report received from the field by the COR the 1st Friday of each month;

Customer Complaints.

When FMC rate falls below…