PR14917290 - STATEMENT OF WORK (SOW) - EMB VEHCL MAINTENANCE.docx

Embassy of the United States of America Scope of Work (SOW) Preventive & Corrective Maintenance Service for Official Vehicles December 2024

Table of Contents

1 Background 2 Objectives 3 Scope of Work 4 Specific Requirements 5 Period of Performance 6 Place of Performace 7 Maintenance Performance Schedule 8 Quality Control Plan

Statement of Work (SOW) Preventive & Corrective Maintenance Service for Official Vehicles

1. Background The US Embassy in Brasilia maintains a substantial fleet of vehicles catering to the Embassy's transportation and logistics needs. This diverse fleet encompasses hybrids, diesel, gasoline, and electric vehicles. To ensure the extended lifespan of these vehicles, prevent potential emergencies or breakdowns, and, most importantly, to guarantee their safety and optimal operational condition, the Embassy rigorously adheres to a schedule of preventive and corrective maintenance services. Consequently, all official Embassy vehicles are mandated to undergo routine preventive and corrective maintenance as needed and in accordance with vehicles manual instructions.

2. Objective The purpose of this scope of work (SOW) is to provide guidance and establish work procedures for potential specialized companies with certified technicians that meet all the technical and safety criteria to provide routine preventive and corrective maintenance for the Us Embassy Brasília vehicles fleet. The selected companies will delivery these services through an agreement, the term of which are specified on the RFQ # 19BR2525Q0002 linked to this SOW. Throughout this Agreement, the terms ‘Contractor’ and ‘BPA Awardee’ are used interchangeably.

3. Scope of Work The Prospective Awardee Company must demonstrate the capability to provide the routine preventative and corrective maintenance service for the Embassy fleet. The successful bidder is expected to carry out routine repair service, including but not limited to oil change and lubrification; tire rotation; work on brakes; suspension; heat/air conditioning systems; electrical systems; minor engine repair; and other repairs normal and customary for maintenance of a commercial fleet as per the preventive maintenance check list (Section 7) of this scope.

GSO MPOOL’S DRIVER TAKES THE VEHICLE TO THE COMPNAY GARAGE

THE VENDOR RECEIVES THE ORDER, CONFIRMS ACEPTANCE AND PERFORMS THE SERVICE

THE COMPANY’S MECHANIC INSPECT THE VEHICLE AND ISSUES THE QUOTE

THE EMB APPROVES THE ORDER AND SEND AN E-MAIL AUTHORIZATION TO THE VENDOR

THE EMBASSY’S DRIVER CHECK THE VHCL AND ITS MANUAL AND SIGN THE SERVICE RECIEPT

FMC RECEIVES THE INVOICE, CONFIRM THE RECEIVING REPORT ON THE SYSTEM AND PROCESS THE PAYMENT THE VENDORS ISSUE THE INVOICE AND SEND TO EMB FINANCIAL DEP. (FMC) REQUESTING THE PAYMENT

THE VENDORS NOTIFY THE EMBASSY’S DRIVER TO PICK UP THE VEHICLE

4. Specific Requirements

A. The Prospective Awardee Company will be responsible for conducting both, preventive and corrective maintenance on the vehicles of the US Embassy. The services must be performed strictly in accordance with the specified periodicities and follow the vehicle manual instruction.

The company will bear the responsibility for providing all the material, specialized and certified labor, as well as equipment necessary for the perfect performance of the services within the established deadlines. It is crucial to replace damaged parts with original factory parts, especially for armored vehicles that utilize heavy-duty or updated components like brakes, suspension, and electrical systems. These components can significantly reduce the lifespan of various parts, making the use of original factory replacements essential. Therefore, the prospective awardee shall use only new parts.

Equipment lubricants and oils used in the performance of this agreement shall be the same or equal to those recommended by the manufacturer’s technical manuals or specifications. The Contractor is responsible for obtaining equipment maintenance service manuals that are not available from the Government.

· For Armored vehicles, adherence to the guidelines outlined on the vehicle’s manual is imperative. The auto garage must be equipped with an elevator capable of supporting the weight and size of armored vehicles (approximately 5 tons). Additionally, the garage should have a laptop with Tech II WIN and GDS2 (mandatory for GM vehicles produced from 2014 onwards), an MDI (multi-device interface for laptop use), tire pressure monitoring system (TPMS) calibration tool, Fluke 87 (multimeter), and access to service information.

· For Hybrid/Electric Vehicles, it is essential to possess the technical capability to perform maintenance on the electric motor, considering all the specificities of electrified vehicles. The contractor must demonstrate technical skills and capacity to conduct maintenance on hybrid cars. It is imperative that the contractor ensures their company possesses adequate equipment and meets all necessary safety requirements when intervening and performing maintenance on the electrical system.

B. The Prospective Awardee Company, shall ensure that any service/parts with defect on vehicle after delivered, will be returned to the commercial establishment for replacement of the defective part and that the service is carried out in accordance with Article 26 of the Consumer Protection Code (CDC), item ll.

C. It is the Contractor’s responsibility to ensure that the vehicles are washed, polished, and thoroughly cleaned, without stains, grease, and mud before returning or retaking control by an Embassy driver.

D. Upon receiving the vehicle to perform the maintenance service, the Prospective Awardee Company must carry out an inspection and issue a receiving report to the Embassy driver.

E. The expected deadline for service delivery will be 05 (five) consecutive days, counted from the awarded date and the vendor acceptance. Depending on the type of service, this period can be extended.

5. Period of Performance/delivery timeline

BPA expires date: The period of performance for this BPA agreement will be for one year following the date of award.

6. Place of Performance

The prospective awardees shall perform corrective and preventive maintenance services on their workstation garage.

7. Maintenance Performance schedule

Gasoline Engine Vehicles – Maintenance will start after 26 weeks or 5,000 km running, with oil change and continuing according to the attached checklists A, B and C of preventive maintenance worksheet.

a) Check operation of all direction’s signals and lights, including exterior and interior lights. Visually check operation of all instruments and gauges, service and supply parts;

b) Check operation of heat/defrost and air conditioning, service and supply parts;

c) Check operation of air filter, fuel filter, A/C filter, service and supply parts;

d) Check operation of transmission, fluid level, transmission filter and change, if necessary, fill with the specified, service and supply parts;

e) Transmission fluid as per manufacturer recommendation as needed, service and supply parts;

f) Check steering operation and power steering fluid, fill as needed, service and supply parts

g) Check battery water level (if not “maintenance free”) and fill as needed, remove and clean battery cables/terminals, change, if necessary, service and supply parts.

h) Check condition of engine mounts, service and supply parts.

i) Check condition and tension of all belts and hoses, service and supply parts.

j) Inspect and clean/replace the PVC valve, if needed, service and supply parts.

k) Check and clean electronic injection system TBI and fuel injection.

l) Check fuel lines, hoses, and fittings for leaks and tighten as required, service and supply parts.

m) Check operation of brake pads, rotor brake and fluid level, parking brake, adjust, if necessary, fill with the specified brake fluid as per manufacturer recommendation as needed. Visually inspect/clean the calipers, wheel cylinders, rotors, drums, and brake lining.

n) Record the approximate front and rear remaining lining wear and replace if less than 3 mm remains on brake pads, service and supply parts.

o) Drain and replace engine oil and oil filter, service and supply parts.

p) Inspect tire wear, tread depth, air pressure and fill if needed, and rotate tires.

q) Inspect condition of wheels, lug nuts, and studs. After completing tire rotation, torque the wheels to the manufacturer recommendation.

r) Check differential fluid, fill with the specified fluid as per manufacturer’s recommendation as needed, service and supply parts.

s) Inspect condition of drive line and U-joints, lube as required, service and supply parts.

t) Lubricate and give the suspension system “look and shake” inspections, visually inspect shocks/struts for leaks.

u) Visually check conditions of frame and cross members.

v) Check transfer case fluid level; fill with the specified fluid as per manufacturer recommendation as needed, service and supply parts.

w) Check operation of wiper blades, service and supply parts.

x) Check operation of spark plug and change, if necessary, service and supply parts.

y) Check alignment, balancing, caster, camber, if necessary, wheel repair, service and supply parts.

z) Check Water radiator additive, service and supplies parts

Diesel Engine Vehicles (truck) - Maintenance will be based on 52 weeks or 10,000 km running according to the maintenance service manual of each vehicle.

a) Check operation of all direction’s signals and lights, including exterior and interior lights. Visually check operation of all instruments and gauges, service and supply parts;

b) Check operation of heat/defrost and air conditioning, service and supply parts;

c) Check operation of air filter, fuel filter, A/C filter, service and supply parts;

d) Check operation of transmission, fluid level, transmission filter and change, if necessary, fill with the specified, service and supply parts;

e) Transmission fluid as per manufacturer recommendation as needed, service and supply parts;

f) Check steering operation and power steering fluid, fill as needed, service and supply parts;

g) Check battery water level (if not “maintenance free”) and fill as needed, remove and clean battery cables/terminals, change if necessary, service and supply parts.

h) Check condition of engine mounts, service and supply parts.

i) Check condition and tension of all belts and hoses, service and supply parts.

j) Inspect and clean/replace the PVC valve, if needed, service and supply parts.

k) Check and clean electronic injection system TBI and fuel injection.

l) Check fuel lines, hoses, and fittings for leaks and tighten as required, service and supply parts.

m) Check operation of brake pads, rotor brake and fluid level, parking brake, adjust if necessary, fill with the specified brake fluid as per manufacturer recommendation as needed. Visually inspect/clean the calipers, wheel cylinders, rotors, drums, and brake lining. Record the approximate front and rear remaining lining wear and replace if less than 3 mm remains on brake pads, service and supply parts.

n) Drain and replace engine oil and oil filter, service and supply parts.

o) Inspect tire wear, tread depth, air pressure and fill if needed, and rotate tires.

p) Inspect condition of wheels, lug nuts, and studs. After completing tire rotation, torque the wheels to the manufacturer recommendation.

q) Check differential fluid, fill with the specified fluid as per manufacturer’s recommendation as needed, service and supply parts.

r) Inspect condition of drive line and U-joints, lube as required, service and supply parts.

s) Lubricate and give the suspension system “look and shake” inspections, visually inspect shocks/struts for leaks.

t) Visually check conditions of frame and cross members.

u) Check transfer case fluid level; fill with the specified fluid as per manufacturer recommendation as needed, service and supply parts.

v) Check operation of wiper blades, service and supply parts.

w) Check operation of spark plug and change, if necessary, service and supply parts.

x) Check alignment, balancing, caster, camber, if necessary, wheel repair, service and supply parts.

y) Check Water radiator additive, service and supplies parts.

Armored vehicles - scheduled preventive maintenance should be performed every 3000 miles or every three months, whichever comes first.

a) Check operation of all direction’s signals and lights, including exterior and interior lights. Visually check operation of all instruments and gauges, service and supply parts;

b) Check operation of heat/defrost and air conditioning, service and supply parts;

c) Check operation of air filter, fuel filter, A/C filter, service and supply parts;

d) Check operation of transmission, fluid level, transmission filter and change, if necessary, fill with the specified, service and supply parts;

e) Transmission fluid as per manufacturer recommendation as needed, service and supply parts;

f) Check steering operation and power steering fluid, fill as needed, service and supply parts

g) Check battery water level (if not “maintenance free”) and fill as needed, remove and clean battery cables/terminals, change if necessary, service and supply parts.

h) Check condition of engine mounts, service and supply parts.

i) Check condition and tension of all belts and hoses, service and supply parts.

j) Inspect and clean/replace the PVC valve, if needed, service and supply parts.

k) Check and clean electronic injection system TBI and fuel injection.

l) Check fuel lines, hoses, and fittings for leaks and tighten as required, service and supply parts.

m) Check operation of brake pads, rotor brake and fluid level, parking brake, adjust if necessary, fill with the specified brake fluid as per manufacturer recommendation as needed. Visually inspect/clean the calipers, wheel cylinders, rotors, drums, and brake lining. Record the approximate front and rear remaining lining wear and replace if less than 3 mm remains on brake pads, service and supply parts.

n) Drain and replace engine oil and oil filter, service and supply parts.

o) Inspect tire wear, tread depth, air pressure and fill if needed, and rotate tires.

p) Inspect condition of wheels, lug nuts, and studs. After completing tire rotation, torque the wheels to the manufacturer recommendation.

q) Check differential fluid, fill with the specified fluid as per manufacturer’s recommendation as needed, service and supply parts.

r) Inspect condition of drive line and U-joints, lube as required, service and supply parts.

s) Lubricate and give the suspension system “look and shake” inspections, visually inspect shocks/struts for leaks.

t) Visually check conditions of frame and cross members.

u) Check transfer case fluid level; fill with the specified fluid as per manufacturer recommendation as needed, service and supply parts.

v) Check operation of wiper blades, service and supply parts.

w) Check operation of spark plug and change, if necessary, service and supply parts.

x) Check alignment, balancing, caster, camber, if necessary, wheel repair, service and supply parts.

y) Check Water radiator additive, service and supplies parts.

Hybrid/Electric Vehicles - Start after 26 weeks or 5,000 km run, with oil change for the mechanical engine and continuity according to checklists A, B and C attached to the preventive maintenance worksheet.

a) Check operation of all direction’s signals and lights, including exterior and interior lights. Visually check operation of all instruments and gauges, service and supply parts;

b) Check operation of heat/defrost and air conditioning, service and supply parts;

c) Check operation of air filter, fuel filter, A/C filter, service and supply parts;

d) Check operation of transmission, fluid level, transmission filter and change, if necessary, fill with the specified, service and supply parts;

e) Transmission fluid as per manufacturer recommendation as needed, service and supply parts;

f) Check steering operation and power steering fluid, fill as needed, service and supply parts

g) Check battery water level (if not “maintenance free”) and fill as needed, remove and clean battery cables/terminals, change, if necessary, service and supply parts.

h) Check condition of engine mounts, service and supply parts.

i) Check condition and tension of all belts and hoses, service and supply parts.

j) Inspect and clean/replace the PVC valve, if needed, service and supply parts.

k) Check and clean electronic injection system TBI and fuel injection.

l) Check fuel lines, hoses, and fittings for leaks and tighten as required, service and supply parts.

m) Check operation of brake pads, rotor brake and fluid level, parking brake, adjust if necessary, fill with the specified brake fluid as per manufacturer recommendation as needed. Visually inspect/clean the calipers, wheel cylinders, rotors, drums, and brake lining. Record the approximate front and rear remaining lining wear and replace if less than 3 mm remains on brake pads, service and supply parts.

n) Drain and replace engine oil and oil filter, service and supply parts.

o) Inspect tire wear, tread depth, air pressure and fill if needed, and rotate tires.

p) Inspect condition of wheels, lug nuts, and studs. After completing tire rotation, torque the wheels to the manufacturer recommendation.

q) Check differential fluid, fill with the specified fluid as per manufacturer’s recommendation as needed, service and supply parts.

r) Inspect condition of drive line and U-joints, lube as required, service and supply parts.

s) Lubricate and give the suspension system “look and shake” inspections, visually inspect shocks/struts for leaks.

t) Visually check conditions of frame and cross members.

u) Check transfer case fluid level; fill with the specified fluid as per manufacturer recommendation as needed, service and supply parts;

v) Check operation of wiper blades, service and supply parts;

w) Check operation of spark plug and change, if necessary, service and supply parts.

x) Check alignment, balancing, caster, camber, if necessary, wheel repair, service and supply parts;

y) Check Water radiator additive, service and supplies parts;

z) Check operations of electrical system. Battery and electronic module.

Tires acquisition and Additional Services

a) The CONTRACTOR must ensure the quality and safety of tires provided for U.S. Embassy vehicles;

b) Check the geometry of the suspension. If a malfunction is found on the vehicle suspension immediately notify the Embassy Motor Pool;

c) Pay attention to the correct specification of the tire for each vehicle within the manufacturer's standards;

d) For armored vehicles, follow the recommendations for the safe operation of the vehicle, observing items 2.3 and 3.C of this scope of work;

e) Ensure that the tires of armored vehicles withstand a maximum pressure of 80PSI and a weight of 5 to 7 tons;

f) All armored vehicles have Run Flat ring fitting. The CONTRACTOR must ensure the correct installation of this Run flat insert as it is an active security system for armored vehicles with the execution of some armored vehicles that have Run flat tires.

8. Quality control Plan of service

The Prospective Awardee shall establish and maintain a complete Commercial Quality Control Plan to ensure the requirements of the agreement are provided as specified and guarantee that the quality of service is maintained throughout the performance of the agreement. Additionally, a biannual meeting will be established between the project coordinators (Embassy employe) and the company representative to discuss the process improvement.

END OF STATEMENT OF WORK