PWS_Attachment_A_Performance_Work_Statement.pdf

3/28/2018

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

PERFORMANCE WORK STATEMENT (PWS)

Vehicle Maintenance Contract

3/15/2018

PROCUREMENT SENSITIVE INFORMATION

This document contains non-public information intended for use on a need-to-know basis within FEMA only.

Please protect this document as procurement sensitive and handle accordingly.

Table of Contents

PART 1: GENERAL INFORMATION

1.1 Purpose

1.2 Background

1.3 Scope

1.4 Period of Performance

1.5 Hours of Operation

1.6 Place of Performance

1.7 Federal Holidays

1.8 Security Requirements

1.9 Physical Security

1.10 Key Control (If applicable)

1.11 Lock Combinations (If applicable)

1.12 Post Award Conference/Periodic Progress Meetings

1.13 Personnel

1.13.1 General Requirements

1.13.2 Key Personnel

1.14 Identification of Contractor Employees

1.15 Contractor Local Travel

PART 2: DEFINITIONS & ACRONYMS

2.1 Definitions

2.2 Acronyms

PART 3 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 Furnished Property

3.2 Facilities

3.3 Utilities

3.4 Services

3.4.1 Preventative Maintenance Schedule

3.4.2 Priority of Work

3.5 Equipment

PART 4 CONTRACTOR FURNISHED PROPERTY AND SERVICES

4.1 Furnished Property

4.2 Bio-Preferred Program

4.2.1 Mandatory Purchasing

4.2.2 Bio-based Products

4.2.3 Bio-based Products List

4.3 Facilities

4.4 Utilities

4.5 Storage

4.6 Warranty

4.7 Safety

4.7.1 Hazmat and Environmental Control Plan (Deliverable #6)

4.7.2 Safety Plan (Deliverable #7)

4.8 Quality Control Plan (Deliverable #11)

PART 5 - SPECIFIC TASKS

5.1 Labor and Scheduled Preventative Maintenance (CLIN 0001, 1001, 2001, 3001 & 4001) (Deliverable #12) . 22

5.2 Repairs (CLIN 0002, 1002, 2002, 3002 & 4002) (Deliverable #14)

5.3 DOT Inspections (CLIN 0003, 1003, 2003, 3003 & 4003) (Deliverable #16)

5.4 Recovery of Assets (Towing)

5.5 Database

5.6 Work Order

5.7 Contractor Manpower (Deliverable #17)

5.8 Reports

5.8.1 Weekly Parts Log (Deliverable #19)

5.8.2 Subcontractor Invoices (Deliverable #20)

5.8.3 Final Billing (Deliverable #21)

PART 6 APPLICABLE PUBLICATIONS

6.1 Applicable Publications (Current Editions)

PART 7 ATTACHMENT/TECHNICAL EXHIBIT LISTING

7.1 TECHNICAL EXHIBIT 1: PERFORMANCE REQUIREMENTS SUMMARY

7.2 TECHNICAL EXHIBIT 2: DELIVERABLES SCHEDULE

PART 1: GENERAL INFORMATION

1.1 Purpose

To obtain a service contract to provide vehicle and equipment maintenance in support of the Logistics Management Directorate (LMD) Fleet Maintenance Program.

1.2 Background

The Federal Emergency Management Agency (FEMA) currently maintains the Continental United States (CONUS) National Fleet Equipment (CNFE) at the following six (6) FEMA locations:

1. DC Atlanta, 3780 Southside Industrial Ct., Atlanta, GA 30354

2. DC Fort Worth, 501 W. Felix, Fort Worth, TX 76115

3. DC Frederick, 4420 Buckeystown Pike, Frederick, MD 21704

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

5. MHU Cumberland, 11601 Pittsburg Plate Glass Road, Cumberland, MD 21502

6. MHU Selma, 661 Selfield Road, Selma, AL 36703

FEMA is tasked with responding to disasters with minimal launch time, therefore it is essential that FEMA's CNFE is Fully Mission Capable (FMC) at all times. Over the past decade, FEMA has relied on contractor support to assist with the preventative maintenance and repairs of this equipment. As this strategy has been successful, FEMA has decided to re-compete the current contract and continue with contractor support of this requirement.

1.3 Scope

The Contractor shall provide scheduled/unscheduled inspections, maintenance and repairs, to include accident repair for FEMA National Fleet. Inspections shall include pre/post-deployment, quarterly, third-party Department of Transportation Inspections (DOTs), and annuals (for equipment that doesn’t require a DOT). 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 equipment maintenance functions as defined in the Performance Work Statement (PWS). All supplies and materials will be of a type and quality that conform to applicable industry accepted standards and, to the extent feasible and reasonable, include the exclusive use of bio-based 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’s Representative (COR) or authorized government personnel.

1.4 Period of Performance

Period of Performance: Base period of 6 months, with four consecutive one-year option periods exercised at FEMA’s discretion. There will be no phase in/out period at the end or beginning of this contract’s period of performance.

Base Year May 16, 2018 – November 15, 2019

Option Year I November 16, 2019 – November 15, 2020

Option Year II November 16, 2020 – November 15, 2021

Option Year III November 16, 2021 – November 15, 2022

Option Year IV November 16, 2022 – November 15, 2023

1.5 Hours of Operation

The Contractor is responsible for providing services, between the hours of 7:00 a.m. to 3:30 p. m.

Monday thru Friday except Federal holidays or when the Government 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 workforce for the uninterrupted performance of all tasks defined within this PWS when the Government facility is not closed for the above reasons. When hiring personnel, the Contractor shall keep in mind that the stability and continuity of the workforce are essential. This contract will not require the use of surge or emergency work.

1.6 Place of Performance

The work under this contract will be performed at the following FEMA locations:

DC Atlanta, 3780 Southside Industrial Ct., Atlanta, GA 30354 DC Fort Worth, 501 W. Felix, Fort Worth, TX 76115 DC Frederick, 4420 Buckeystown Pike, Frederick, MD 21704 DC Moffett Field, Building 144 Door 7 – NASA AMES Research, Moffett Field, CA 94035 MHU Cumberland, 11601 Pittsburg Plate Glass Road, Cumberland, MD 21502 MHU Selma, 661 Selfield Road, Selma, AL 36703

1.7 Federal Holidays

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. The Government hereby provides notice, and the Contractor hereby acknowledges receipt that the Government observes the below listed days as holidays:

FEDERAL RECOGNIZED HOLIDAYS

1. New Year’s Day

2. Martin Luther King Day

3. Washington’s Birthday

4. Memorial Day

5. Independence Day

6. Labor Day

7. Columbus Day

8. Veteran’s Day

9. Thanksgiving Day

10. Christmas Day

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.

1.8 Security Requirements

1.8.1. Background Investigations

All contractor personnel who require access to DHS or FEMA information systems, routine access to DHS or FEMA facilities, or access to sensitive information, including but not limited to Personally Identifiable

Information (PII), shall be subject to a full background investigation commensurate with the level of the risk associated with the job function or work being performed. FEMA’s Personnel Security Division (PSD) will determine the risk designation for each contractor position by comparing the functions and duties of the position against those of a same or similar federal position, applying the same standard for evaluating the associated potential for impact on the integrity and efficiency of federal service.

Low Risk without Information System Access Contractor personnel occupying positions or performing functions with a Low Risk designation and who do not require access to DHS or FEMA information systems may undergo a Tier 1 investigation with a credit check and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract. (Also reference Facility Access).

Low Risk with Information System Access Contractor personnel occupying positions or performing functions with a Low Risk designation and who require access to DHS or FEMA information systems shall undergo a Tier 2 Suitability Background Investigation (T2) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

Moderate Risk Contractor personnel occupying positions or performing functions with a Moderate Risk designation shall undergo a Tier 2 Suitability Background Investigation (T2) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

High Risk Contractor personnel occupying positions or performing functions with a High Risk designation shall undergo a Tier 4 Suitability Background Investigation (T4) and must receive a favorable adjudication thereof from FEMA PSD prior to performing work under this contract.

Background Investigation Process To initiate the request to process contractor personnel, the Contractor shall provide the FEMA Contracting Officer’s Representative (COR) with all required information and comply with all necessary instructions to complete Section II of the FEMA Form 121-3-1-6, “Contract Fitness/Security Screening Request.” The FEMA COR shall ensure that all other applicable sections of the FEMA Form 121-3-1-6 are complete prior to submitting the form to FEMA PSD for processing. The Contractor shall also provide the FEMA COR with completed OF 306, “Declaration for Federal Employment,” forms for all contractor personnel.

Contractor personnel who already have a favorably adjudicated background investigation, may be eligible to perform work under this contract without further processing by FEMA PSD if:

• the investigation was completed within the last five years,

• it meets or exceeds the minimum requirement for the position they will occupy or functions they will perform on this contract,

• the contractor personnel have not had a break in employment since the prior favorable adjudication, and,

• FEMA PSD has verified the investigation and confirmed that no new derogatory information has been disclosed which may require a reinvestigation.

FEMA PSD will notify the COR of the names of the contractor personnel eligible to work based on prior, favorable adjudication. The COR will, in turn, notify the Contractor of the names of the favorably adjudicated contractor personnel, at which time the favorably adjudicated contractor personnel will be eligible to begin work under this contract.

For those contractor personnel who do not have an acceptable, prior, favorable adjudication or who otherwise require reinvestigation, FEMA PSD will issue an electronic notification via email directly to the contractor applicant/personnel that contains the following documents, which are incorporated into this contract by reference, along with a link to the Office of Personnel Management’s (OPM) Electronic Questionnaires for Investigation Processing (e-QIP) system and instructions for submitting the necessary information:

• Standard Form 85P, “Questionnaire for Public Trust Positions”

• Optional Form 306, “Declaration for Federal Employment”

• SF 87, “Fingerprint Card” (2 copies)

• DHS Form 11000-6, “Non-Disclosure Agreement”

• DHS Form 11000-9, “Disclosure and Authorization Pertaining to Consumer Reports Pursuant to the Fair Credit Reporting Act”

FEMA PSD will only accept complete packages consisting of all of the above document and Standard Form 85P, which must be completed electronically through the Office of Personnel Management’s e-QIP system. The Contractor is responsible for ensuring that all contractor personnel timely and properly submit all required background information.

Once contractor personnel have properly submitted the complete package of all required background information, FEMA’s Personnel Security Division, at its sole discretion, may grant contractor personnel temporary eligibility to perform work under this contract prior to completion of the full background investigation if the Personnel Security Division’s initial review of the contractor personnel’s background information reveals no issues of concern. In such cases, FEMA’s Personnel Security Division will provide notice of such temporary eligibility to the COR who will then notify the Prime Contractor, at which time the identified contractor personnel will be temporarily eligible to begin work under this contract. Neither the Prime Contractor nor the contractor personnel has any right to such a grant of temporary eligibility. The grant of such temporary eligibility shall not be considered as assurance that the contactor personnel will remain eligible to perform work under this contract upon completion of and final adjudication of the full background investigation.

Upon favorable adjudication of the full background investigation, FEMA’s Personnel Security Division will update the contractor personnel’s security file and take no further action. In any instance where the final adjudication results in an unfavorable determination FEMA’s Personnel Security Division will notify the contractor personnel directly, in writing, of the decision and will provide the COR with the name(s) of the contractor personnel whose adjudication was unfavorable. The COR will then forward that information to the Contractor. Contractor personnel who receive an unfavorable adjudication shall be ineligible to perform work under this contract. Unfavorable adjudications are final and not subject to review or appeal.

Continued Eligibility and Reinvestigation Eligibility determinations based on a Low Risk T1, Moderate Risk T2S or High Risk T4 are valid for five years from the date that the investigation was completed and closed. Contractor personnel required to undergo a background investigation to perform work under this contract shall be ineligible to perform work under this contract upon the expiration the background investigation unless and until the contractor personnel have undergone a reinvestigation and FEMA’s Personnel Security Division has renewed their eligibility to perform work under this contract.

Exclusion by Contracting Officer The Contracting Officer, independent of FEMA’s Personnel Security Division, may direct the Contractor be excluded from working on this contract. Any contractor found or deemed to be unfit or whose continued employment on the contract is deemed contrary to the public interest or inconsistent with the best interest of the agency may be removed.

1.8.2. Facility Access

The Contractor shall comply with FEMA Directive 121-1 “FEMA Personal Identity Verification Guidance,” FEMA Directive 121-3 “Facility Access,” and FEMA Manual 121-3-1 “FEMA Credentialing Access Manual,” to arrange for contractor personnel’s access to FEMA facilities, which includes, but is not limited to, arrangements to obtain any necessary identity badges for contractor personnel.

Contractor personnel working within any FEMA facility who do not require access to DHS or FEMA IT systems and do not qualify for a PIV Card may be issued a Facility Access Card (FAC). FACs cannot exceed 180 days; all contractors requiring access greater than 180 days will need to qualify for and receive a PIV card before being allowed facility access beyond 180 days.

Contractor personnel shall not receive a FAC until they have submitted a SF 87, “Fingerprint Card,” and receive approval from FEMA PSD. Contractor personnel using a FAC for access to FEMA facilities must be escorted in Critical Infrastructure areas (i.e., server rooms, weapons rooms, mechanical rooms, etc.) at all times.

FEMA may deny facility access to any contractor personnel whom FEMA’s Office of the Chief Security Officer has determined to be a potential security threat.

The Contractor shall notify the FEMA COR of all terminations/resignations within five calendar days of occurrence. The Contractor must account for all forms of Government-provided identification issued to contractor employees under a contract (i.e., the PIV cards or other similar badges) must return such identification to FEMA as soon as any of the following occurs:

• When no longer needed for contract performance.

• Upon completion of a contractor employee’s employment.

• Upon contract completion or termination.

If an identification card or building pass is not available to be returned, the Contractor shall submit a report to the FEMA COR, referencing the pass or card number, name of the individual to whom it was issued, and the last known location and disposition of the pass or card.

The Contractor or contractor personnel’s failure to return all DHS- or FEMA-issued identification cards and building passes upon expiration, upon the contractor personnel’s removal from the contract, or upon demand by DHS or FEMA may subject the contractor personnel and the Contractor to civil and criminal liability.

1.9 Physical Security

The Contractor shall be responsible for safeguarding all Government equipment, information and property provided for Contractor use. At the close of each work period, Government facilities, equipment, and materials shall be secured.

1.10 Key Control (If applicable)

The Contractor shall establish and implement methods of making sure all keys/key cards issued to the Contractor by the Government are not lost or misplaced and are not used by unauthorized persons.

NOTE: All references to keys include key cards. No keys issued to the Contractor by the Government shall be duplicated. The Contractor shall develop procedures covering key control that shall be included in the Quality Control Plan. Such procedures shall include turn-in of any issued keys by personnel who no longer require access to locked areas. The Contractor shall immediately report any occurrences of lost keys or key cards to the Contracting Officer’s Representative (COR).

In the event keys, other than master keys, are lost or duplicated, the Contractor shall, upon notification by the COR, re-key or replace the affected lock or locks. However, the Government at its option, may replace the affected lock or locks or perform re-keying. When the replacement of locks or re-keying is performed by the Government, the total cost of re-keying or the replacement of the lock or locks shall be deducted from the monthly payment due the Contractor. In the event a master key is lost, all locks and keys for that system shall be replaced by the Government and the total cost deducted from the monthly payment due the Contractor.

The Contractor shall prohibit the use of Government issued keys/key cards by any persons other than the Contractor’s employees. The Contractor shall prohibit the opening of locked areas by Contractor employees to permit entrance of persons other than Contractor employees engaged in the performance of assigned work in those areas, or personnel authorized entrance by the COR.

1.11 Lock Combinations (If applicable)

The Contractor shall establish and implement methods of ensuring that all lock combinations are not revealed to unauthorized persons. The Contractor shall ensure that lock combinations are changed when personnel having access to the combinations no longer have a need to know such combinations.

These procedures shall be included in the Contractor’s Quality Control Plan.

1.12 Post Award Conference/Periodic Progress Meetings

The Contractor shall attend post award conference convened by the contracting activity or contract administration office in accordance with Federal Acquisition Regulation Subpart 42.5. The Contracting Officer (CO), Contracting Officers Representative (COR), and other Government personnel, as appropriate, may meet periodically with the Contractor to review the Contractor's performance. At these meetings, the Contracting Officer will apprise the Contractor of how the Government views the Contractor's performance and the Contractor will apprise the Government of problems, if any, being experienced. Appropriate action shall be taken to resolve outstanding issues. These meetings shall be at no additional cost to the Government and can take place virtually.

1.13 Personnel

1.13.1 General Requirements

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 must submit and update accordingly a comprehensive Personnel Management Plan (PMP) (Deliverable #1) that at a minimum: (1) Identifies qualified key personnel and supervision for each functional discipline including functional responsibilities applicable procedures and reporting relationships, (2) Identifies the procedures that will be utilized relative to the planning and scheduling of known, new, or emergent work requirements, (3) Provides an organization structure/chart showing lines of authority, responsibility, and communication for management, supervisory, and technical personnel for each site and as a whole, (4) Identifies which job classifications will be accomplishing the work items and their current maintenance certifications, qualifications and experience, and (5) Includes documentation proving personnel experience with the various equipment makes and models as outlined in the Attachments to the PWS. The Fleet clerk is not authorized as a stand-alone administrative position under this effort. The Fleet clerk can be an additional assigned duty, but not a primary function. The personnel provided in response to this solicitation and future hires must have current maintenance certifications, qualifications and experience as documented through submission of résumés (Deliverable #2).

1.13.2 Key Personnel

The Contractor shall ensure that all tasks are staffed with appropriately skilled professionals and that any staff turnovers is managed with minimal disruption to the contract effort. The following personnel will be designated as Key: Project Manager and Senior Technicians (Lead). Junior Technicians are necessary to complete the requirement. The Contractor shall provide a Project Manager who shall be responsible for the performance of work at all sites. The Project Manager shall have full authority to act for the Contractor on all contract matters relating to daily operation of this contract. Duties, Responsibilities and minimum qualifications for all key personnel are listed below:

A. Project Manager (PM) (1 Total):

i. Duties and Responsibilities

The Contractor shall provide a project manager (PM) who shall be responsible for the overall performance of the work. The PM is responsible for the coordination, performance, measurement, and reporting of their employees. The name of the person who shall act for the contractor as an alternate when the PM is absent shall be designated in writing to the Contracting Officer. The project manager or alternate shall have full authority to act for the contractor on all contract matters relating to daily operation of this contract. The PM or alternate shall be available between 7:00 a.m. to 4:30 p.m. EST., Monday thru Friday except Federal holidays or when the government facility is closed for administrative reasons. The PM is to be available during these times for the following reasons: 1) Billing questions/concerns, 2) Ensuring part delivery occurs, 3) general questions regarding contract performance, 4) open communication between contractor and program office, 5) any changes due to disaster operations that might affect contract schedule.

ii. Minimum General Experience & Qualifications:

o The PM must have at least 10 years of experience in overseeing a project for vehicle maintenance and repair management of a similar size and scope

B. Senior Technician (Lead) (6 total):

i. Duties and Responsibilities:

Senior Technicians (ST) that work at the specified places of performance on a daily basis are to adhere to the same policies, procedures and requirements as detailed in General Requirements, section 1.13.1. Each FEMA facility shall have a (ST) assigned there to perform all the work as it is identified in the PWS. This ST will be the lead tech at each site, responsible for the daily operation of the contract, and therefore responsible for oversite of any Junior Technicians. The ST or alternate shall have full authority to act for the Contractor on all matters relating to the daily operation of Contractor maintenance and shall work in conjunction with the on-site Technical Monitor (TM). At a minimum, the Senior Technician at each site shall be qualified in accordance with one of the two Department of Labor (DOL) occupation codes:

(1) 05190 - Motor Vehicle Mechanic, and/or

(2) 23430 - Heavy Equipment Mechanic

As outlined by the DOL, the general duties and responsibilities for these occupations are as follows:

a) Motor Vehicle Mechanic – (MVM)

Duties and Responsibilities: Repairs, rebuilds, or overhauls major assemblies of internal combustion automobiles, buses, trucks or tractors. Work involves most of the following:

Diagnosing the source of trouble and determining the extent of repairs required;

replacing worn or broken parts such as piston rings, bearings, or other engine parts;

grinding and adjusting valves; rebuilding carburetors; overhauling transmissions; and repairing fuel injection, lighting, and ignition systems. In general, the work of the Motor Vehicle Mechanic requires rounded training and experience usually acquired through a formal apprenticeship or equivalent training and experience.

b) Heavy Equipment Mechanic – (HEM)

Duties and Responsibilities: Analyzes malfunctions and repairs, rebuilds and maintains power equipment, such as cranes, power shovels, scrapers, paving machines, motor graders, trench-digging machines, conveyors, bulldozers, dredges, pumps, compressors and pneumatic tools. Operates and inspects machines or equipment to diagnose defects. Dismantles and reassembles equipment, using hoists and hand tools. Examines parts for damage or excessive wear, using micrometers and gauges. Replaces defective engines and subassemblies, such as transmissions. Tests overhauled equipment to insure operating efficiency. Welds broken parts and structural members. May direct workers engaged in cleaning parts and assisting with assembly and disassembly of equipment. May repair, adjust and maintain mining machinery, such as stripping and loading shovels, drilling and cutting machines, and continuous mining machines.

ii. Minimum General Experience & Qualifications:

o Must have at least 10 years of experience in vehicle maintenance and repair management o Required to provide documentation proving that a current Commercial

Driver’s License (Deliverable #3) has been obtained and valid in order to test drive applicable Class A vehicles

C. Junior Technicians (Suggested Total: 14)

i. Duties and Responsibilities:

Junior Technicians (JT) that work at the specified places of performance on a daily basis are to adhere to the same policies, procedures and requirements as detailed in General Requirements, section 1.13.1. JT’s will be responsible for the FEMA facility physical workload being accomplished. Must be experienced in the class of equipment they are assigned to before performing any maintenance repair on that class. The JTs at each site shall be qualified in accordance with the following, at a minimum, one of the two, Department of Labor (DOL) occupation codes:

(1) 05190 - Motor Vehicle Mechanic, and/or

(2) 23430 - Heavy Equipment Mechanic

As outlined by the DOL, the general duties and responsibilities for these occupations are as follows:

a) Motor Vehicle Mechanic – (MVM) (description above)

b) Heavy Equipment Mechanic – (HEM) (description above)

ii. Minimum General Experience & Qualifications:

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

(Deliverable #3) has been obtained and valid in order to test drive applicable Class A vehicles

1.14 Identification of Contractor Employees

All contract 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 that 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 as a contractor employee. 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.

1.15 Contractor Local Travel

For the purpose of this contract, the Contractor is responsible for all local travel expenses to and from the specified location to complete daily maintenance operations.

PART 2: DEFINITIONS & ACRONYMS

2.1 Definitions

ACCIDENT: The definition of an accident is any damage to CNFE that is sustained through the following means: Collision with another vehicle, structure, or object that results in damage to CNFE. This can be caused by operator error, another driver, or disaster damage (damage incurred while on deployment) through human error or mother-nature (i.e. limb falling on a trailer during a hurricane).

CONTRACT: A bilateral agreement between two or more parties, enforceable by law that obligates the seller to furnish something, and obligates the buyer to pay for it.

CONTRACTOR: A supplier or vendor awarded a contract to provide specific supplies or service to FEMA.

The term used in this contract refers to the prime contractor.

CONTRACTING OFFICER (CO): A person with authority to enter into, administer, and or terminate contracts, and make related determinations and findings. COs are the exclusive agents of their agencies to enter into and administer contracts. A CO must personally sign all contracts and modifications.

CONTRACTING OFFICER'S REPRESENTATIVE (COR): An employee of the U.S. Government appointed by the contracting officer to administer the contract. The COR monitors all technical aspects of the contract and assists in contract administration. The COR is authorized to perform the following functions: assure the Contractor performs the technical requirements of the contract; perform inspections necessary in connection with contract performance; maintain written and oral communications with the Contractor concerning technical aspects of the contract; issue written interpretations of technical requirements, including government drawings, designs, and specifications; monitor Contractor's performance and notify both the CO and Contractor of any deficiencies; coordinate availability of government-furnished property; and provide FEMA facilities-entry of Contractor personnel. A letter of designation is issued to the COR, a copy of which is sent to the Contractor.

DEFECTIVE SERVICE: A service output that does not meet the standard of performance associated with the Performance Work Statement.

DELIVERABLE: Anything that can be physically delivered, but may include non-manufactured things such as meeting minutes or reports.

FULL MISSION-CAPABLE (FMC): Systems and equipment that are safe and have all mission-essential subsystems installed and operating as designated by applicable manufacturer standards.

GOVERNMENT-FURNISHED PROPERTY (GFP): Property in the possession of, or directly acquired by, FEMA and subsequently made available to the Contractor.

KEY PERSONNEL: Contractor personnel that are evaluated in a source selection process and will be required to be used in the performance of a contract by the Key Personnel listed in the PWS. When key personnel are used as an evaluation factor in best value procurement, an offeror can be rejected if it does not meet the minimum qualifications and does not have a firm commitment from the persons that are listed in the proposal.

MAJOR REPAIR: The correction of a malfunction or non-conformance that cannot be accomplished without significant time and/ or material, as determined by the TM or COR.

MINOR REPAIR: Problems identified during maintenance checks that do not require significant time or significant materials to correct.

NON-DEVELOPMENTAL ITEM: Any previously developed item used by the Federal Government, state or local government, or a foreign government that the U.S. has a mutual defense cooperation agreement with.

NON-MISSION CAPABLE (NMC): NMC is a material condition indicating that systems are not capable of performing an identified mission.

OBJECTIVE PERFORMANCE MEASURE: Based on the attributes of physical objects that can be measured or counted.

OUTCOME MEASURE: An assessment of the results of a program activity compared to its intended purpose (objective).

OUTPUT MEASURE: The tabulation, calculation, or recording of activity or effort and can be expressed in a quantitative or qualitative manner.

PERFORMANCE-BASED CONTRACTING: Structuring all aspects of an acquisition around the purpose of the work to be performed as opposed to either the manner by which the work is to be performed or broad and imprecise statements of work.

PERFORMANCE REQUIREMENT TABLE: A chart that lists the minimum acceptable performance requirements in regards to services/tasks performed under the solicitation, which will be monitored during the term of the contract.

PERSONAL SERVICES CONTRACT: A contract that, by its express terms or as administered makes the Contractor personnel appear, in effect, Government employees or that a contractor is supervised by a government employee (see FAR 37.104).

PHYSICAL SECURITY: Actions that prevent the loss or damage of Government property.

PREVENTATIVE MAINTENANCE: The care and servicing by personnel for the purpose of maintaining equipment and facilities in satisfactory operating condition by providing for systematic inspection, detection, and correction of incipient failures either before they occur or before they develop into major defects.

PRIME CONTRACT: A contract or contractual action entered into by the United States for the purpose of obtaining supplies, materials, equipment, or services of any kind.

PRIME CONTRACTOR: A person who has entered into a prime contract with the United States.

PRIME CONTRACTOR EMPLOYEE: Any officer, partner, employee, or agent of a prime contractor.

PROPOSAL EVALUATION FACTORS: Factors against which proposals are evaluated. The RFP must explain these factors and their order of importance.

QUALITY ASSURANCE (QA): FEMA procedures to verify that services being performed by the Contractor are performed according to acceptable standards.

QUALITY ASSURANCE SURVEILLANCE PLAN (QASP): An organized written document specifying the surveillance methodology to be used for surveillance of Contractor performance.

QUALITY CONTROL (QC): All necessary measures taken by the Contractor to assure that the quality of an end product or service shall meet contract requirements.

SUBCONTRACT: A contract or contractual action entered into by a prime contractor or subcontractor for the purpose of obtaining supplies, materials, equipment, or services of any kind under a prime contract.

SUBCONTRACTOR: Any person, other than the prime contractor, who offers to furnish or furnishes any supplies, materials, equipment, or services of any kind under a prime contract or a subcontract entered into in connection with such prime contract; and (2) includes any person who offers to furnish or furnishes general supplies to the prime contractor or a higher tier subcontractor.

SURVEILLANCE: The continual monitoring and verification of status of an entity and analysis of records to ensure specified requirements are being met. Surveillance activities may be delegated to other disinterested parties on behalf of the customer. It may be 100%, statistically-based sampling, qualitative sampling, or the result of discussion with individuals who have first-hand knowledge. It may also include the monitoring of Contractor supplied metrics, available Contractor data, sampling, or surveys.

TECHNICAL MONITOR (TM): When more in-depth monitoring is required, the COR can request the CO to delegate responsibilities to the Technical Monitors. These individuals will support the COR activities by providing technical expertise to augment the COR actions. Each location will have an on-site government

TM.

TECHNICAL STANDARD: A common and repeated use of rules, conditions, guidelines or characteristics for products or related processes and production methods. It includes the definition of terms, classification of components, delineation of procedures, specification of dimensions, materials, performance, designs, or operations. It includes measurement of quality and quantity as well as a description of fit and measurements.

WORK DAY: The number of hours per day the Contractor provides services in accordance with the contract.

WORK WEEK: Monday through Friday, unless specified otherwise.

2.2 Acronyms

ACOR Alternate Contracting Officer's Representative IAW In Accordance With

ASE Automotive Service Excellence LMD Logistic Management Division ASL Authorized Stock List MHU Manufactured Housing Unit BI Background Investigation

CDRL Contract Data Requirement List MBI Moderate Risk Background

Investigation CFR Code of Federal Regulations NFPA National Fire Protection Association CLIN Contract Line Item Number NMC Non-Mission Capable

CNFE CONUS National Fleet Equipment ODC Other Direct Cost

CO Contracting Officer OEM Original Equipment Manufacturer

CONUS Continental United States OSHA Occupational Safety and Health Administration

COR Contracting Officer Representative PBA Performance-Based Acquisition

COTS Commercial-Off-the-Shelf PBC Performance-Based Contracting CSP Contract Surveillance Plans PM Preventative Maintenance DC Distribution Center PQDR Parts Quality Deficiency Report

DHS Department of Homeland Security PRS Performance Requirement Summary

DMD Distribution Management Division PRT Performance Requirement Table

EPA Environmental Protection Agency PWBS Project Work Breakdown Structure e-QIP Electronic Questionnaire Information Processing PWS Performance Work Statement

EVT Emergency Vehicle Technician QA/QC Quality Assurance/Quality Control FAR Federal Acquisition Regulation QAE Quality Assurance Evaluator

FD 140-1 FEMA Information Technology Security Directive QASP Quality Assurance Surveillance Plan

FDD Forecast Delivery Date QCP Quality Control Plan

FEMA Federal Emergency Management Agency QR Quality Representative

FF 121-3-1-6 Contract Suitability Security Fitness Request form R&D Research and Development

FMC Fully Mission Capable RDD Required Delivery Date

GFP Government Furnished Property SAMS Sunflower Asset Management System

HAZMAT Hazardous Material SF-91 Standard Form 91 (Accident Report)

NACI National Agency Check with Inquiries TM Technical Monitor

NLT No Later Than WBS Work Breakdown Schedule

PART 3 GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES

3.1 Furnished Property

The Government will provide email accounts and training for Sunflower Asset Management System (SAMS) which may consist of job aids. The Government will provide computer to access to SAMS for all personnel that perform maintenance at the site on a daily basis. At a minimum, it will be used to input work orders and confirm work schedule. For this contract, the FEMA maintenance system, SAMS, is the primary system of use for tracking maintenance.

The Contractor will be allowed to use the on-site vehicles for the vehicles intended purpose. However, it may become necessary for the Contractor to provide their own service vehicles in the event the Government vehicles are needed elsewhere. All sites have tools for use by the contractor. However, the contractor shall not depend on the availability of these tools for use. The use of the tools will be at the discretion of the site and that site’s internal policy. In the situation that the site provides the use of FEMA tools to the contractor and the tools become damaged or lost due to negligence or misuse, the contractor will replace these tools at no cost to the Government.

3.2 Facilities

The Government shall provide the Contractor with necessary workspace for the Contractor personnel, i.e. at the designated FEMA facilities. The Government 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. All equipment entering and leaving FEMA locations are subject to being searched. Unscheduled gate closures may occur at any time and personnel entering or exiting the facility 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.

3.3 Utilities

The Contractor shall instruct its employees in utilities conservation practices. The Contractor shall be responsible for operating under conditions that preclude the waste of utilities, which include turning off the water faucets or valves after using the required amount of water to accomplish cleaning vehicles and equipment.

3.4 Services

3.4.1 Preventative Maintenance Schedule

The preventative maintenance schedule will be provided in an attachment to the PWS. FEMA retains the right to adjust the government inspection schedule as needed when a requirement is identified to meet mission demands.

3.4.2 Priority of Work

Job forecasting will be handled by the HQ Program Office and submitted to each individual site at the prescribed date/time/group (DTG). However, any repairs identified by the TM/COR outside of scheduled inspections/maintenance/repairs will also be executed in accordance with the PWS. The TM will notify HQ Fleet Management (FEMA) of any unscheduled repairs and ensure that work orders are opened in the Sunflower Asset Management System (SAMS) and completed in accordance with the PWS.

3.5 Equipment

The Government will provide an equipment list for each specific site attached as “VM – Equipment List”.

FEMA will provide an equipment list for each location. Due to the fluidity of FEMA's mission, the equipment listing could fluctuate +/- 5% per equipment/sub-class at each location as a result of procurement or deployment/ reassignment. If equipment is added to the location and the 5% threshold is not met, the contractor will be required to service that piece of equipment even if not listed on the equipment list. FEMA will track all equipment changes in conjunction with the Contractor in order to ensure compliance.

FEMA retains the right to adjust the equipment numbers based off of a one-for-one equipment substitution. For instance, if any site removes a piece of equipment from the equipment list for that site, then it can add a different piece of equipment of comparable asset class type without submitting a price modification for the contract. The Agency does not provide manufacturer’s manuals for equipment.

However, if the site has manuals, they may be used by the contractor. If a manufacturer’s manual is not provided, it is the responsibility of the contractor to procure their own manuals. These manuals will be clearly labeled and identified as belonging to the contractor if purchased with the contractor’s funding and the purchase of these manuals are not reimbursed by FEMA.

PART 4 CONTRACTOR FURNISHED PROPERTY AND SERVICES

4.1 Furnished Property

Except for those items specifically stated to be government-furnished in PART 3: GOVERNMENT FURNISHED PROPERTY, EQUIPMENT, AND SERVICES, the Contractor shall furnish all supplies, equipment, facilities and services required to perform work under this contract. The Contractor shall be responsible for providing a service vehicles to perform maintenance by contractor personnel in the event the Government vehicles are needed elsewhere. As stated before, there may be Government furnished tools available at all sites, but it will be the responsibility of the contractor to insure that they have the necessary tools/equipment to complete all services and repairs. Any tools purchased by the Contractor as part of the contract become government property.

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 performance of the Contractor’s service.

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.

4.2 Bio-Preferred Program

The Contractor shall submit to the CO a Bio-based Product List (Deliverable #4) 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 bio-based materials (e.g., bio-based lubricants, bio-based hydraulic fluids, and bio-based fuel additives) to the maximum extent possible without jeopardizing the intended end use or detracting from the overall quality delivered to the end user.

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.).

4.2.1 Mandatory Purchasing

Federal law, the Federal Acquisition Regulation, and Presidential Executive Orders direct that all federal agencies purchase bio-based products in categories identified by the U.S. Department of Agriculture (USDA). To date, USDA has identified 97 categories (e.g. cleaners, carpet, lubricants, and paints) of bio-based products for which agencies and their contractors have mandatory purchasing requirements. As USDA identifies product categories for mandatory federal purchasing, minimum bio-based content is established for the category.

Mandatory federal purchasing requirements for bio-based products were established in the 2002 Farm Bill and expanded in the 2008 and 2014 Farm Bills. Executive Order 13693, Planning for Federal Sustainability in the Next Decade, includes provisions that increase federal agency accountability for meeting Bio-Preferred requirements. A 2012 Presidential memo, Driving Innovation and Creating Jobs in Rural America through Bio-based and Sustainable Product Procurement, reinforced the goals and requirements for mandatory federal bio-based product purchasing. Bio-based purchasing requirements are detailed throughout the Federal Acquisition Regulation including acquisition planning, mandatory purchasing by purchase card, source selection, mandatory contract clauses, and general policy and provisions. For further information see Policies and Laws.

4.2.2 Bio-based Products

For the bio-based content products evaluation, all products proposed for use under this contract must conform to the Department of Agriculture (USDA) Designated Bio-based products List (DBPL) whenever practicable. Contractors should provide data for their bio-based lubricants and hydraulic fluids to document bio-based content, and source of bio-based 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.

4.2.3 Bio-based 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 https://www.whitehouse.gov/the-press-office/2015/03/19/executive-order-planning-federal-sustainability-next-decade https://www.whitehouse.gov/the-press-office/2015/03/19/executive-order-planning-federal-sustainability-next-decade http://www.biopreferred.gov/BioPreferred/faces/pages/PoliciesAndLaws.xhtml the greatest number of bio-based 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…