SOW-MHE.doc

STAGING FACILITY STATEMENT OF WORK

C.1 General

a. The Contractor shall furnish all labor, tools, supplies, repair parts, oil, grease, filters, etc., to perform a timely and effective Preventive Maintenance (PM), and service calls for repair service when required, for all gas/electric Material Handling Equipment (MHE) located at the Support Equipment Staging Facility (SESF), Naval Air Warfare Center, Rt 547, Building 195/Hangar 6, Lakehurst, NJ 08733. This covers MHE unit, tires, batteries and fork lift electrical charging stations. (See Attachment A - Equipment Listing )

b. The Government shall coordinate the specific dates of performance with the Contractor .

C.2 Scope

a. The work consists of furnishing all labor, tools, supplies, repair parts, oil, grease, fuel filters, air filters, oil filters, hoses, seal kits, all associated hardware, all associated travel/transportation costs to and from the work site, all repair services performed, etc., to perform timely and effective PM every six (6) months, including the performance of Emergency Service Calls as required for the MHE. This also would include any service calls for the tires, battery & electrical battery chargers. The equipment is located at the SESF, Navy Lakehurst, NJ. Space for repairs or PMs will be provided to the contractor in the Staging Facility (SF) Hangar. Electric power will be made available to the contractor for preventive and emergency repair services.

b. All repairs and PM/Emergency services are to be made in accordance with Original Equipment Manufacturers (OEM) manual. The Contractor shall make available to the Government POC the status of any or all repair work in progress upon request. The contractor shall be paid for the actual services provided; however, all repairs will require estimates to be provided to the on-site Government POC prior to the start of work, for cost evaluation to ensure no cost overruns occur. The contractor will be required to comply with all applicable environmental protection regulations (see paragraph C.14).

C.3 Acronyms/Definitions

SESF – Support Equipment Staging Facility POC – Point of Contact

Contract Line Item Number (CLIN) - The numerical number assigned to a controlled account.

Contracting Officer (KO) – The KO at the procuring activity is the individual with the authority to enter into, administer, and/or terminate contracts and make related determinations and findings.

Preventive Maintenance (PM) – The routine checking of hardware that is performed by a field engineer/mechanic/technician/electrician on a specific scheduled basis.. PMs include visual and operational inspection of all operational components and any repair of adjustment necessary to ensure operational MHE in accordance with Section C. This includes, but is not limited to; lubrication of SF MHE , tires, brake repair, check and fill if necessary, proper levels of brake fluid, engine oil; lubricants and grease, check hydraulic lines, fittings and fluid levels; check radiator, cap, core, gasket and hoses for leakage; change anti freeze on annual basis, charging stations ,ensure MHE is kept in safe operation and meets all OSHA guidelines etc.

Material Handling Equipment (MHE) – Equipment used in the daily handling of Government equipment/ material, to include gas/electric forklifts, MMV, scissor/manlifts, trailer, SF carts and sweeper.

Minor Repairs – Consist of repair or replacement of unserviceable parts, assembles, sub-assemblies, and electrical components.

Major Repairs – Consist of repair or replacement of major components such as but not limited to transmission, engine overhaul, power train, etc.

On-Site - Performed in Government furnished facilities at SESF, Navy Lakehurst, NJ.

Off-Site - Performed in Contractor furnished facilities located off Navy Lakehurst, NJ.

Emergency Service - A repair service call that is required due a malfunction of the equipment.

Repair – To accomplish the operations that are authorized to restore a vehicle to serviceable condition.

C.4 Schedule

PM services required under this contract shall be performed every six (6) months on each piece of equipment listed in at SESF, Navy Lakehurst, NJ, but will vary if there is a emergency repair in between schedule maintenance times. . The scheduling of PMs will be scheduled by mutual agreement between the Government POC and the Contractor. Emergency service calls shall be performed as required but within 24 hours of telephonic or e-mail notification by the Government POC. The Contractor shall provide the Government POC an emergency phone number and Contractor POC for emergency service calls.

C.5 Adjustments in MHE Density

The Government Contracting Officer shall have the right to make increases or decreases to the schedule of equipment as new and/or replacement equipment is received or equipment is deleted from the schedule. Each increase or decrease will be accomplished by contract modification including equitable adjustment to contract price.

C.6 Acceptance/Correction of Work

All work performed under this contract shall be subject to the acceptance of the authorized Government POC located within the SESF. If performance is found to be unsatisfactory and not in accordance with the requirements of this contract, the contractor shall begin correcting unsatisfactory work as soon as possible but not later than the first three (3) hours of the following regularly scheduled Government workday. Work performed is at the expense of the contractor with no additional charge to the Government.

C.7 Scheduled Preventive Maintenance (PM) Services

The contractor will perform PM services on-site to minimize equipment downtime. PM is the routine checking of hardware that is performed by a field engineer/mechanic/ technician /electrician on a specific scheduled basis. PMs calls shall include the cost to travel to and from the work site. PMs include but are not limited to visual and operational inspections, lubrication of axles and fittings, repairs, changes (fuel filters, air filters, oil filters), checking of hydraulic lines, adjustments and replacements that are necessary to provide operational MHE. All PMs to include those items that have been received under warranty must be performed in accordance with the original equipment manufacturers specifications and appropriate manufacturers manuals. As a part of performing preventive maintenance, the costs of the following items are included but are not limited to: Oil, grease/lubricants, fluids, anti-freeze, oil filters, air filters, fuel filters and fittings. The cost of repair parts is covered and will be reimbursed as required (see paragraph C.18.d.).

C. 8 Emergency Service Calls

A repair service call that is required due a malfunction of the equipment. Emergency service calls shall include the cost to travel to and from the work site(s). The hourly rate for emergency services shall begin upon the arrival at the work site. Emergency service calls include but are not limited to repairs on an as required basis to replace or overhaul unserviceable components, assemblies, sub-assemblies, and electrical components to keep the equipment fully operational. Minor repairs will have a maximum twenty-four (24) hour turn around time after notification by the Government POC, excluding federal holidays and weekends. If parts/supplies are not readily available to meet the twenty-four (24) hour repair criteria, the contractor will be required to provide to the Government POC a written justification for the delay and the estimated delivery date of the parts/supplies or tires.

C.9 Major Component Repairs

Major component repairs such as engine overhaul, power train repair, etc., will require the Contractor to perform a technical inspection and provide a report with the name of the major component, cause of component breakdown, cost to repair and estimated time for repair prior to proceeding with the repair. The contractor will submit a cost estimate as soon as possible but not later than five (5) working days after request to the Government POC to determine if repair is economically feasible on a particular piece of equipment. Prior to proceeding with any such repair, the Government POC shall approve or disapprove such repair. Actual cost of repairs shall not exceed the cost estimate by five (5) percent. The contractor must submit written justification for any repair price exceeding five percent. The contractor must receive written approval from the Government POC prior to proceeding with the repairs. Payment for these services will be paid as the rate shown in the bid schedule for a Emergency Service call.

C.10 Uneconomical Repairs If determined during a Emergency Service call that it is not cost effective to repair a particular piece of equipment, the Government POC or KO may request the contractor to perform an inspection to determine the equipment’s overall condition and serviceability. This inspection will include but is not limited to: a thorough inspection of the equipment such as engine, transmission, other major components, controls, mast, cables, chains, hoses, electrical, air, and hydraulic systems to determined disposition of the equipment. The Contractor shall include an estimated cost for labor and materials required to return the equipment to an operating condition. The contractor shall complete this cost estimated to include labor and materials within five (5) working days after the service call date. A DLA Form 1730 will be furnished by the Government. Payment for these services will be paid as the rate shown in the bid schedule for a Emergency Service call.

C.11 Parts and Materials

Parts and Materials used by the Contractor in performance of this contract shall be new and conform to the original equipment manufacturer’s or re-manufacturer’s specifications unless approved by the Government POC. Rebuilt assemblies may only be used with prior approval of the Government POC when it is a standard industry practice and the rebuilt assembly or subassembly carries the same manufacturer’s or re-manufacturer’s warranty as a new assembly or subassembly. Any part removed is Government property and shall be returned upon request of the Government POC unless the replacement part is predicated upon an exchange basis with the part being replaced. Contractor shall provide all repair parts and supplies necessary for preventive maintenance and repair of requirement and will be reimbursed by the Government for actual cost, to include any material-handling fee.

C.12 Not To Exceed (NTE) Amounts Within the Bid Schedule

An amount of funding set aside for the payment of parts or services that is not to exceed the ceiling price (total amount) shown in the bid schedule. A NTE value may be adjusted upward or downward depending on the number of repair parts purchased. The Contractor is to not exceed this price unless notified by the Contracting Officer in writing that the ceiling price has been increased and has specified in the notice a revised ceiling price for performance under this contract/CLIN. The Government shall not be obligated to pay the Contractor any amount in excess of the ceiling price in the Schedule, and the Contractor shall not be obligated to continue performance if to do so would exceed the ceiling price set forth in the Schedule unless and until the Contracting Officer shall have notified the Contractor in writing that the ceiling price has been increased and shall have specified in the notice a revised ceiling that shall constitute the ceiling price for performance under this contract. The NTE only applies to the cost of parts and PM or Emergency Service Calls.

C.13 Safety Inspections

The contractor will perform a condition inspection on MHE located at SESF, Navy Lakehurst, NJ, to ensure that the overall structural, mechanical and electrical components are in compliance with OSHA standards currently in effect and in use by the Navy. The safety inspection will be performed on all MHE after major repairs or as otherwise determined by the Government POC.

C.14 Environmental Protection

In order to provide for environmental abatement and control and to prevent environmental pollution arising from the services of the contractor in the performance of this contract, the contractor shall comply with applicable federal, state and local laws and regulations concerning environmental pollution abatement and control currently in effect.

C.15 Clean up of Premises

Upon completion of services provided, the contractor is required to clean up work space and remove and dispose of any parts or debris resulting from the contractor’s performance. This is required after each day of on-site performance.

C.16 MHE Availability and Release

The Government shall make available to the contractor, equipment for maintenance or repairs in accordance with the provisions of the schedule. The contractor upon receipt of any Government equipment shall assume the risk of and shall be responsible for any loss or damage thereto. Any equipment described herein to be moved from the activity shall have the prior approval of the Government POC. The Contractor shall sign for receipt of any Government equipment moved from the Government installation. The necessary form, DRMS Form 1367, will be furnished by the Government.

C.17 Government Furnished Facilities

The SESF does have electric and lighting for contractor personnel to work on the equipment inside the hangar. The contractor will be required to dispose of all fluids and tires. Existing utilities will be furnished without charge to the Contractor during normal government working days Monday through Friday; between the hours of 0700 to1600 hours or other scheduled times in which the prior approval of the Government POC has been obtained. The contractor shall assume the risk of and shall be responsible for any loss or damage thereto as a result of contractor performance. Welding shall not be performed inside of the facilities.

C.18 Contractor Furnished Facilities

The contractor shall be required to perform all repairs in his facility/shop when the equipment is not feasible to be repaired on-site. The Contractor shall furnish materials, labor, and transportation for all equipment that is repaired in contractor facilities. The Contractor shall assume the risk of and shall be responsible for any loss or damage thereto as a result of contractor performance.

Parts and Materials:

a. Replacement parts shall be furnished by the contractor. All worn out or deteriorated parts recommended for replacement may, upon request, be physically examined by the Government POC prior to actual replacement. All worn out or deteriorated parts will be disposed by the contractor. If applicable, any monetary credit will be provided to the Government by the contractor.

b. All original equipment manufacture recommended replacement parts and materials may be examined, when requested, by the Government POC prior to installation. All parts and materials which are substituted for OEM replacement parts by the contractor shall be approved by the Government POC prior to installation. No rebuilt parts may be used without prior approval of the Government POC.

c. Parts or components damaged by the contractor shall be repaired or replaced at the expense of the contractor to the satisfaction of the Government POC.

d. The contractor shall be reimbursed by the Government for the repair parts/supplies at the contractor’s net price as stated in the invoice from the respective supplier. A copy of the invoice for the parts/supplies shall be submitted to the Government POC for payment verification. Invoices for repair services, where parts pricing are separate from labor hours, will be documented by a listing citing the OEM part number or authorized substituted item to include nomenclature, quantity used, and price (referenced to appropriate list). PM replacement parts and supplies shall be included in the CLIN price for PM (see paragraph C.8 above.).

C.19 Time of Performance

The service and repairs to be performed under this contract will be performed during normal Government working days, Monday through Friday, between the hours of 0700 to 1600. Work that cannot be completed by 1530 shall be discontinued and resumed the next day, unless approved by the Government POC.

C.20 Warranty

The contractor agrees that the materials and services furnished under this contract shall be covered by the most favorable commercial warranties the contractor provides to customers for such materials and services, but if not otherwise specified, not less than a minimum of ninety (90) days warranty. The contractor agrees that the rights and remedies provided herein are in addition to and do not limit any rights afforded to the Government by any other clause of this contract. New equipment received by the Government under manufacturer’s warranty will not be repaired without prior approval of the Contracting Officer or Government POC. The Contracting Officer or Representative may request the contractor to inspect the equipment to determine if the provisions of the manufacturers warranty are applicable. Payment for contractor inspection will be determined in accordance with the schedule of prices.

C.21 Spill Responsibility. The contractor is solely responsible for any and all spills or leaks during the performance of this contract, which occurs as a result of, or is contributed to by the actions of its agents, employees, of subcontractors. The contractor agrees to clean up such spills or leaks to the satisfaction of the Government in a manner that complies with applicable Federal, state, and local laws and regulations. The clean up shall be at no cost to the Government. The contractor shall report all such spills or leaks, regardless of their quantity, to the Government POC and KO immediately upon discovery. A written follow-up report shall be submitted to the Government POC and KO not later than twenty-four (24) hours after the initial telephonic report. The written report shall be in narrative form and as a minimum include the following:

(1) Description of item spilled (including identity, quantity, etc.).

(2) Whether amount spilled is EPA/state reportable, and if so, whether it was reported.

(3) Exact time and location of spill including a description of the area involved.

(4) Containment procedures initiated.

(5) Summary of any communications contractor has with press or Government officials other than the contracting officer.

(6) Description of clean-up procedures employed or to be employed at the site including disposal location of spill residue.

C.22 Transportation of MHE

The Contractor shall provide qualified personnel and appropriate conveyance as necessary to load, unload and transport MHE, should it become necessary to repair the equipment off-site. The Contractor shall sign a DRMS Form 1367, Shipment Receipt/Delivery Pass as acknowledgment of receipt of Government equipment for repair off-site. Upon return of the equipment, the Contractor shall receive a copy of DRMS Form 1367 showing receipt of delivery back to the Government.

C.23 Service Request

The Contractor shall furnish to the Government POC (for authorization of work performed and time expended) upon completion of each service call a service request.

The service request will include, as a minimum:

a. Date/time of service request

b. Name of Government personnel requesting service

c. Identify if a PM or Emergency Service Request

d. Date/time of response (sign-in)

e. Date/time of service completed

f. Equipment, model number, serial number of the malfunctioning equipment

g. Description of equipment malfunction

h. Repair affected

i. Replacement part nomenclature, model number and serial number

j. The cost of each part replaced

k. Number of hour(s) incurred when remedial maintenance services are provided

l. Name of the technical representative performing the PM or remedial services

m. Printed Name, Signature and Date of the Government POC accepting the completed services C.24 Documentation/Invoice Submittal The contractor shall be paid upon submission of a proper invoice for services performed and accepted. The Contractor shall submit an invoice to Wide Area Workflow (WAWF).

An invoice must include at a minimum (1) Name and address of the Contractor; (2) Invoice date and number; (3) Contract number, contract line item number and, if applicable; (4) Description, quantity, unit of measure, unit price and extended price of the items delivered; (5) The cost of any parts purchased under the contract (6) Terms of any discount for prompt payment offered; (7) Name and address of official to whom payment is to be sent; (8) Name, title, and phone number of person to notify in event of a defective invoice; and (9) Taxpayer Identification Number (TIN).

The Government POC at the Mechanicsburg DRMO shall inspect the invoice for completeness and forward to the DES Battle Creek Invoices web for payment processing. Upon receipt of a proper invoice the Government inspection period shall not exceed twenty (20) calendar days.

If the Government POC at Mechanicsburg decides not to accept the services, in whole or in part, because of deficiencies in the service or documentation provided by the contractor, the Government POC will issue the contractor written notification of the deficiency within fifteen (15) calendar days after the completion of the inspection period specifying therein all deficiencies present in the documents forwarded. Upon subsequent correction of the noted deficiencies and acceptance of services, the Government POC at Mechanicsburg shall sign the invoice accepting the services and forward to DES Battle Creek Invoices via fax or e-mail for payment processing.