STATEMENT_OF_WORK_repair_contract_2018.docx

STATEMENT OF WORK

National Institutes of Health Office of Logistics and Acquisition Operations Fleet Management, Maintenance, Repair and Towing Service

1. Introduction, Background. and Scope of Work.

a. NIH is seeking a qualified contractor to provide Maintenance, Repairs and Towing services for Government Owned Vehicles.

The objective is to provide scheduled maintenance and emergency repairs on the various vehicles as listed under the Schedule of Equipment. The Contractor shall provide preventative maintenance service on a regular basis to include unscheduled repairs at a fixed, contract price to maintain the government owned vehicles.

The principle period of scheduled maintenance during the Contract, provided at the Government's site, for service maintenance support, is between the hours of 7:00 a.m. and 5:00 p.m. (ET), Monday through Friday, excluding government and corporate holidays.

b. Required Services:

i. The Contractor shall provide all parts, labor and perform diagnosis, preventative maintenance and unscheduled repairs and emergency repair services in accordance with the latest manufacturer specifications for the equipment listed in the Schedule of Equipment.

Unscheduled repairs and emergency repair services shall be performed in accordance with the latest manufacturer specifications for equipment listed in the Schedule of Equipment.

The Contractor shall provide all parts, labor, towing and shipping charges in accordance with the terms and conditions of the contract.

The Contractor shall provide all transport of vehicles from the NIH campus and NIH off campus locations to the Contractors and Sub Contractors place of operation and back to the NIH campus and NIH off campus locations upon completion of repairs.

Contractor shall coordinate and provide transport of vehicles to locations that provide dealer, warranty and recall repairs and to vendors that offer specialty type services including but not limited to body repairs, transmission repairs, and specific computer related repairs etc.

The Contractor shall provide transport drivers with a valid State driver’s license.

Critical Vehicles (Animals Trucks) will be identified by NIH Fleet Management Branch and the contractor will be notified.

Critical Vehicles (Animals Trucks) shall have priority on unscheduled repairs.

ii. Contractor shall coordinate all dealership repairs, Recalls and Warranty issues.

Contractor shall communicate with Vehicle Dealers and Sub Contractors while vehicles are in for repairs and or recalls and keep NIH/FMB informed on costs, time to repair and warranty issues.

iii. Contractor shall possess ability to provide electronic reports to include but not limited to vehicle repair invoices, and recycled product use such as antifreeze and oil, etc. All reports shall be provided via email in spreadsheet format to NIH personnel.

When vehicle(s) are returned from maintenance to NIH/FMB the Contractor shall provide a printed hard copy of the invoice and send via email a duplicate copy of the invoice to the NIH/FMB.

Contractor shall provide an itemized summary on the repairs on each vehicle i.e. Labor Rates, Man Hours, Parts and Description of the repairs/services. Contractors will also provide dates and mileage on the invoice when the vehicle goes in for service/returns from services.

Contractor must provide a Master Invoice summary the 1st business day of every month with the following:

List of all the individual invoices for the previous months work to include repairs on NIH vehicles by tag number and associated invoice number, Towing, Transport, and Administrative charges for that month.

iv. A technically qualified and ASE certified individual shall perform all services. All assigned personnel will have documented records of customer/field service.

Contractor shall provide transport of vehicles to Certified Maryland Emission Station for inspections at the time specified by the NIH/FMB.

Contractor to provide DOT Inspections by a Licensed Inspector.

v. Routine Vehicle Maintenance as specified and below:

vi. Preventative Maintenance Services for all vehicles shall be in accordance with the latest manufacture specifications and include but not be limited to:

1. Air Conditioning Service/Change

2. Antifreeze, Service/Change

3. Charging System and Battery, Testing, Maintenance and/or Replacement

4. Brake Maintenance/Repair (includes cleaning & adjusting rear brakes)

5. Carburetors, Clean

6. Circuit Boards, Clean/Replacement

7. Engines and transmissions, Maintenance/Rebuild

8. Fuel Tanks and Filters, Upkeep

9. Hydraulics

10. Tires, Service, Mounting, Rotation, Balance

11. Fluids and Fluid Lines

12. Front End Alignment

13. Induction System Service (Fuel Injection)

14. Rear Axle Service

15. Headlight - Replacement, Alignment

Contractor shall have a 2 business day turnaround time for Non Critical vehicles in for a Preventative Maintenance Service that do not need additional repairs.

Contractor shall have a 1 business day turnaround time on Critical vehicle (Animal Trucks) for Preventative Maintenance Services that do not need additional repairs.

vii. The Contractor shall repair or replace any defective parts on-site at the Contractors facility. All repaired or replaced parts shall be warranted and serviced if required for the duration of the original Service Contract agreement period. The Contractor shall only provide replacement parts from the original manufacture of the equipment under service. The use of third party replacement parts will invalidate this Service Contract.

viii. The Contractor's technical representative will have (in possession at the time of service) all of the original equipment manufacturer's service guidelines. These guidelines will be available for the inspection by the government COTR.

ix. All equipment shall be operationally tested at the end of the required maintenance inspection/repair to assure optimum and efficient performance.

x. The equipment will be tested in all modes of operation, and at the end of the verification, the Contractor will provide a signed copy of the service ticket as proof of performance. All replacement/repair materials will meet original equipment and manufacturer specifications, as defined at the original installation.

c. Other Terms and Conditions:

i. Upon receipt of notification that the unit is not functioning properly the Contractor shall, within twenty-four (24) continuous hours of notification except on weekends and government holidays, furnish a qualified factory trained service representative (on-site) to verify the problem and perform all necessary repairs and adjustments necessary to restore the vehicle to normal and efficient operating conditions. COTR must be notified immediately of any delay in response time or if repairs are delayed due to availability of parts, etc., after initial inspection/evaluation.

ii. All parts shall be stocked locally by the Contractor or be available to the Contractor by the next business day. If this is not possible then the COTR must be notified within 24 hours.

iii. The COTR is not authorized to request any service that is not specifically sited, to change the terms and conditions of the contract; to request "extras" of any kind, or to in any way commit the government to any additional expenditures of any kind.

d. Service Personnel:

i. All personnel servicing equipment under this contract must have ASE certification and compatible training on the equipment listed in the Schedule of Equipment and has at least two years of experience for the equipment they are working on.

ii. All primary service personnel will have at least one backup support technician who will have at least the same level expertise on the equipment listed in the Schedule of Equipment.

iii. Proof of experience with the unit is required, and will be submitted to the end user as accreditation requirement. This must list ASE certification in the areas of certification of the vehicle and/or equipment listed for both the primary technician and the backup technician.

iv. To demonstrate the ability to maintain and support the complexity of the various preventative maintenance schedules on the numerous and different levels of equipment as listed in the Schedule of Equipment the vendor will provide no less than three customer references from existing service contracts with identical equipment upon request.

e. Service Tickets:

i. Contractors shall provide within two (2) working days after the completion of service, a service ticket signed by the COTR, verifying that the required services were performed in accordance with the manufacturer's specifications.

ii. Each ticket for the service call shall contain at least the following:

1. Contract Number

2. Vehicle Tag Number

3. Invoice number

4. Vehicle Identification Number

5. Problem and remedy

6. Time (including labor and travel) itemized labor hours per unit of work i.e. Mitchel or Alldata labor units

7. Parts removed and installed

8. User's and service technician's signatures

9. Date and mileage on the invoice when the vehicle goes in for service/returns from services.

f. Offerer to provide car wash/vacuum at no charge after any/all services.

g. Offerer to provide an itemized list of all charges mandated by State and/or Federal Laws.