D.1 SOW-Preventative Maintenance Services for Flight Line Utility Vehicles-Working Draft-Updated.docx

Statement of Work (SOW) Preventative Maintenance Services for Flight Line Utility Vehicles Marine Corps Helicopter Squadron One (HMX-1)

1. Background Marine Corps Installations – Helicopter Squadron One (HMX-1) requires full-time, Intermediate-Level (I-Level) preventative maintenance services for its fleet of flight line utility vehicles. These vehicles are essential to daily operations and mission readiness.

HMX-1’s mission is to operate and maintain its facilities while providing services and material support to ensure the operational effectiveness of Marine Corps aviation assets.

2. Scope of Work The Contractor shall provide comprehensive Preventative Maintenance (PM) and repair services for six (6) slow-moving utility vehicles located at HMX-1, Marine Corps Air Facility, Quantico, Virginia. Services shall include scheduled inspections, maintenance, documentation, and reporting in accordance with manufacturer specifications and contract requirements.

3. Performance Requirements

3.1. Contractor Responsibilities

The Contractor shall:

3.1.1. Conduct scheduled preventative maintenance on all designated flight line utility vehicles.

3.1.2. Perform all PM activities in accordance with the terms and conditions outlined in this contract.

3.1.3. Inspect and maintain each vehicle listed in Table 1 below, following the original equipment manufacturer (OEM) service manuals and guidelines.

3.1.4. Utilize OEM parts, manuals, and schematics to ensure proper service and compliance with technical standards.

Table 1: Utility Vehicles to Be Maintained

Note: Building location for one vehicle is incomplete and should be confirmed prior to contract execution.

3.1.5. Perform quarterly inspections on all vehicles to ensure operational readiness and compliance with safety standards.

3.1.6. Furnish all labor, transportation, equipment, facilities, supervision, utilities, materials, supplies, and quality control necessary to fulfill the requirements of this SOW. All work shall be coordinated through the designated Technical Point of Contact (TPOC).

3.1.7. Documentation and Reporting

· Maintain detailed service records for each vehicle, including:

· Vehicle ID, mileage, service date, technician name, parts replaced, and next service due.

· Reports must be submitted electronically to the TPOC within 48 hours of service completion.

· Records shall be retained for the duration of the contract and made available upon request.

· Upon completion of each PM service, affix a maintenance sticker to the vehicle indicating:

· Date of last PM

· Due date of next PM

· Name of technician who performed the service

· Additionally, submit a written maintenance report to the TPOC detailing:

· Date of service

· Type of service performed

· Parts replaced (if any)

· Reports shall be transmitted electronically via email or delivered in hard copy format.

3.1.8. Ensure all personnel performing maintenance are fully trained and qualified in the operation and servicing of the specified vehicle types.

3.1.9. Maintenance Schedule and Service Levels

· Establish a structured PM schedule that includes:

· Daily/Pre-Use Inspections: Fluid levels, tire condition, lights, brakes, and safety equipment.

· Quarterly PM Services: Oil changes, filter replacements, battery checks, lubrication, and system diagnostics.

· Annual Comprehensive Service: Full inspection of drivetrain, electrical systems, hydraulic components (if applicable), and chassis integrity.

3.2.0. Documentation and Reporting

· Maintain detailed service records for each vehicle, including:

· Vehicle ID, mileage, service date, technician name, parts replaced, and next service due.

· Reports must be submitted electronically to the TPOC within 48 hours of service completion.

· Records shall be retained for the duration of the contract and made available upon request.

3.2.1. Safety and Operational Readiness

· Vehicles must be inspected for operational safety before returning to service.

· Any vehicle deemed unsafe shall be tagged “Out of Service” until corrective action is completed.

· PM stickers must be affixed to each vehicle indicating:

· Last PM date

· Next PM due

· Technician initials

3.2.2 Parts and Materials

· Only OEM-certified parts shall be used unless otherwise approved in writing by the Government.

· All lubricants, fluids, and filters must meet or exceed manufacturer specifications.

3.2.3. Technician Qualifications

· All personnel performing PM must be:

· Trained and certified in light vehicle maintenance

· Familiar with the specific models listed in the SOW

· Capable of identifying and resolving mechanical, electrical, and safety issues

3.2.4. Emergency Repairs and Downtime Mitigation

· Contractor shall provide on-call support for unscheduled breakdowns during business hours.

· Response time for emergency repairs shall not exceed 24 hours from notification.

· A temporary replacement vehicle may be required if downtime exceeds 72 hours.

4.0. Applicable Information and Reference Documents

4.1. Government Technical Point of Contact (TPOC)

The designated Technical Point of Contact (TPOC) is responsible for monitoring technical performance and ensuring that all deliverables meet the contractual requirements. The TPOC does not possess authority to alter, waive, or modify any terms or conditions of the contract. Any proposed changes must be submitted to the Contracting Officer, who is the sole individual authorized to make contractual modifications on behalf of the Government.

· TPOC Name: To Be Provided at Time of Award

4.2. Period of Performance

The period of performance shall consist of a twelve (12) month base period, with four (4) additional twelve-month option periods. Option periods may be exercised in accordance with FAR Clause 52.217-9. Proposed pricing will be evaluated under FAR Clause 52.217-5, Evaluation of Options.

4.3. Place of Performance

All maintenance services shall be performed by a local vendor, at Marine Corps Helicopter Squadron One (HMX-1).

Marine Corps Base Quantico, VA, specifically on flight line utility vehicles, in accordance with the requirements outlined in the Statement of Work (SOW).

4.3.1. Hours of Operation

Preventative Maintenance (PM) services shall be conducted between 0800 and 1600 hours, Monday through Friday, excluding Federal holidays. Any work requested outside of these hours must be pre-approved by the TPOC and will be performed at no additional cost to the Government.

Observed Holidays:

· New Year’s Day

· Martin Luther King Jr. Day

· Presidents’ Day

· Memorial Day

· Independence Day

· Labor Day

· Columbus Day

· Veterans Day

· Thanksgiving Day

· Christmas Day

4.6. Contractor Personnel Qualifications

All maintenance and support services shall be performed by contractor personnel who are fully trained, qualified, and experienced in the operation, inspection, and maintenance of the specified flight line utility vehicles. Personnel must demonstrate proficiency in accordance with OEM standards and applicable safety regulations.

4.7 Security Requirements

4.7.1 Business Access Identification

Contractor and subcontractor personnel requiring access to Marine Corps Base (MCB) Quantico or Marine Corps Air Facility (MCAF) Quantico, Virginia for durations ranging from one (1) day to one (1) year must obtain a Business Access Identification Badge specific to the installation. This requirement applies to all personnel performing work under this contract, including regularly scheduled delivery personnel (e.g., FedEx, UPS, courier services).

Personnel must submit all required documentation as outlined in the installation’s access control procedures. Business Access Identification Badges are not required for individuals whose roles necessitate a Common Access Card (CAC), as identified separately within the Government contract.

4.7.2 Installation Access Compliance

The Contractor shall ensure that all personnel meet the installation’s security access requirements within ten (10) calendar days of contract award or prior to commencement of performance, whichever occurs first. Failure to comply may result in delays or denial of access, for which the Government shall not be held liable.

4.7.2.1 Government Facility Access:

Business Access Identification Badge Requirement. The Government will issue badges to contractor personnel without charge. Badges will be issued for one year or duration of the contract, whichever is less. To obtain a Business Access Identification Badge and access to a Government facility, all personnel providing services under this contract shall be required to present the documentation below to the following offices, as applicable:

Photo ID. Valid state or federally issued picture identification card. Acceptable documents include state driver's license, DMV issued photo identification.

Proof of Employee Citizenship. Must be a U. S. Citizen. Acceptable documents include birth certificate, Social Security Card, and passports.

Proof of Criminal Records Check. Proof of criminal records checks from the county or state where the employee has resided for the previous two years (or length of legal residence for foreign nationals in the U.S. for less than two years). Acceptable sources from criminal records check include County Courthouse; Infolink Screening Services, Inc.(www.infolinkscreening.com); IntegraScan Criminal Records Checks (www.integranscan.com); Intelius Employee Screen (www.Intelius.com); and Castle Branch (www.castlebranch.com). Subsequent to the initial criminal background records checks, local criminal records checks shall be conducted annually prior to renewal of badges for reevaluation.

Denial of Access. Installation access shall be denied if it is determined that an employee:

a. Is on the Nation Terrorist Watch List.

b. Is illegally present in the United States.

c. Is subject to an outstanding warrant.

d. Has knowingly submitted an employment questionnaire with false or fraudulent information.

e. Has been issued a debarment order and is currently banned from military installations.

f. Is a Registered Sexual Offender or has any Felony Conviction within the past two years.

Appeal Process. All appeals should be directed to the facility's Inspector General's Office for any individual that has been accessing a Government Facility.

Display and Disposition of Badges. The Contractor's employees shall prominently display their badges on their person at all times. Upon completion or termination of a contract or an individual's employment, the Contractor shall collect and turn in badges to the facility's Pass and ID Office from which it was issued. If the Contractor is unable to obtain the employee's badge for whatever reason, the cognizant Pass and ID Office will be notified within 24 hours. During the contract performance period, contractors will immediately report instances of lost or stolen badges to the issuing Pass and ID Office.

Proof of Valid Government Contract. The Contraction Department shall submit a letter [on department letterhead] from the Contracting Officer to the Pass and ID Office indication location of contract work, contract period, and name of the prime contractor will provide proof of employment on a valid Government contract (e.g., a letter [on company letterhead]) to include contract and term.

Contractor and Subcontractor Vehicle Requirements. Each vehicle to be used in contract performance shall show the Contractor's or subcontractor's name so that it is clearly visible shall always display a valid state license plate and safety inspection sticker. To obtain a vehicle decal, which will be valid for one year or contract period, whichever is shorter, Contractor or subcontractor vehicle operators shall provide:

a. A copy of the Contracting Officer's authorization letter w/cc to PMO;

b. A valid form of Federal or state government I.D.;

c. If driving a motor vehicle, a valid driver's license, vehicle registration, and proof of insurance. Upon completion/termination of this contract or an individual's employment, the Contractor shall collect and turn in to Vehicle Registration all Government vehicle decals. If any are not collected, the Contractor shall notify the Vehicle Registration Office within 24 hours.

4.7.2.2 Contractor and Subcontractor Employee Vehicle Requirements. In order to obtain a vehicle decal for one year, the Contractor and subcontractor employees shall provide to the Vehicle Registration office:

a. A copy of Contracting Officer's authorization letter w/cc to PMO;

b. Proof of employment on a valid government contract (e.g., a letter [on company letterhead] from the prime contractor including contract number and term);

e. Upon completion/termination of this contract or an individual's employment, the Contractor shall collect and turn in to Vehicle Registration all Government vehicle decals. If any are not collected, the Contractor shall notify the Vehicle Registration Office within 24 hours.

Security Checks. Contractor personnel and vehicles shall only be present in locations relevant to contract performance. All Contractor personnel entering a Government facility shall conform to all Government regulations and are subject to such checks as may be deemed necessary to ensure that violations do not occur. Employees shall not be permitted on base when such a check reveals that their presence would be detrimental to the security of the Government facility. Subject to security regulations, the Government will Contractor shall submit to the Contraction Officer questionnaires and other forms as may be required for security purposes.

Contractors must meet all requirements for base access.