Attachment C_VEHICLE_FLEET_MAINTENANCE_MANAGEMENT_LOGISICTAL_PWS.docx

QMAA-SB-110006-N Attachment C

VEHICLE FLEET MAINTENANCE, MANAGEMENT, AND LOGISTICAL SUPPORT PERFORMANCE WORK STATEMENT

1. VEHICLE MANAGEMENT

1.1. DESCRIPTION OF SERVICES. The Service Provider (SP) shall provide all personnel, supervision and services necessary to manage and perform vehicle fleet management functions critical to the success of US Forces Afghanistan (USFOR-A) mission. Fleet management is provided to the host, tenant organizations, other government agencies as prescribed by support agreements, and other Department of Defense units and government agencies during contingency deployments and operations. The SP’ staff shall be fully trained, professional, and customer service oriented. Customer service representatives must be proficient in verbal and written communications in the English language. The SP shall ensure quality work performance in accordance with USFOR-A or GSA Vehicle operation and maintenance standard operating procedures as well as all applicable standards and guidelines (hereinafter SOP). Costs and resources associated with the accomplishment of this contract are the responsibility of the SP unless specifically stated otherwise. Additionally, the SP is expected to partner with the US Government in continuously improving the quality of programs and service offered to customers.

1.2. VEHICLE FLEET MANAGEMENT. The SP shall be responsible for establishing and monitoring maintenance standards so that a reliable fleet of vehicles are available at all times for fulfillment of USFOR-A performance requirements. The operating hours for the vehicle fleet management offices will be 0800 hrs to 2000 hrs, 7 days a week. Deviation by location may be allowed but must be coordinated through the GSA CO or COTR. Management and services of vehicle operations shall be provided in accordance with all directives, regulations and SOP’s. With the need to conserve scarce and costly transportation resources, all management echelons must emphasize asset control and energy conservation. The SP must keep the fleet operating efficiently and optimize fleet utilization for effective reliable mission support.

1.2.1. Vehicles shall be managed, marked and maintained in accordance with SOP’s and applicable manufacturer manuals.

1.2.2. The SP shall provide a single senior or key customer service point of contact at each Transportation Motor Pool (TMP) location for customer requests, dispatches, mobile maintenance requests, status reporting, and turn-in and pick-up of vehicles which will be distributed to USFOR-A.

1.2.3. The SP shall provide and maintain a vehicle management system as prescribed (may be provided by the US Government) to maintain an accurate tracking and secure internet based vehicle inventory and repair authorization system for all non tactical government vehicles at each of the USFOR-A TMP locations.

1.2.4 The SP shall coordinate and provide information to the GSA CO or COTR concerning Forwarding Operating Base (FOB) vehicle operations management meetings and provide information on operational capabilities, project planning involving transportation functions, alternative methods for accomplishing the mission, and vehicle operations.

1.2.5. The SP shall submit all electronic reports to the GSA CO or COTR as required or requested.

1.2.6. The SP will provide (1) administrative support person and (1) operations support person to assist in the overall day to day Fleet Management and Maintenance operations. These personnel will work in the GSA Fleet Management Office in support of the GSA Fleet Manager. Must be proficient in the English language and have capable computer skills.

1.2.7. The SP shall assign fleet vehicles to users as authorized by the SOPs. This includes dispatching vehicles and utilizing DD Form 1970.

1.2.8. The SP shall ensure a 90% vehicle Minimum Essential Level (MEL) per vehicle class is maintained to satisfy daily mission requirements. When organizations are identified as being below MEL, action shall be taken to provide sufficient vehicles to return the organization to the MEL. Required overtime is at the SP expense. If the overtime is at the request of USFOR-A overtime must be coordinated through Contracting Officer approval.

1.2.9. All personal property or vehicle inventory provided by the U.S. Government to the SP must be accepted in writing by the SP. The SP must secure, maintain, and perform an annual inventory on all government property. Any government property provided to the SP that is found missing, lost or damaged will require the SP to reimburse the government at the fair market value rate.

1.2.10. As directed, the SP shall follow the reporting procedures for vehicle accident, abuse, or misuse.

1.2.11. The SP shall coordinate with Command to organize inspection programs intended to promote high vehicle fleet quality.

1.2.12. The SP shall adhere to SOPs and ensure SOPs are properly communicated to USFOR-A customers and contract employees.

Fleet Management Responsibilities

· Shall utilize a Fleet Management / Maintenance Control Automated System (FMS). Can be US Government provided or company owned.

· Maintain operational hours 0800 hrs – 2000 hrs, 12 hrs per day, and 7 days per week unless readiness rate falls below 90%. Can be 24 hours per day (if required). Must provide 24 hour emergency point of contact.

· USFOR-A will provide office space and HVAC. Computer equipment / systems and all other equipment will be provided by the SP.

· All data associated with the TMP belongs to the Department of Defense (DoD) and must be in a format exportable to other systems as required.

· Manages vehicle requisition requests.

· Inventory management and tracking of the GSA/USFOR-A fleet.

· Ensures the vehicles are in a safe, operational and clean condition prior to dispatch or assignment.

· Manage all dispatch decisions IAW SOPs utilizing DD Form 1970.

· Scheduling maintenance with customers and point of repair.

1. Preventive Maintenance.

2. Unscheduled Maintenance.

· Repair authorizations / coordinating repairs with maintenance facility.

· Maintenance Cost Control.

· Provide weekly and monthly reports on fuel consumption, maintenance, repair cost, mileage, readiness level and utilization to the GSA CO or COTR.

· Management of license plate or vehicle identification (receipt, accountability and proper disposal) as well as registration control.

· Lost plates for TMP vehicles will be reported to unit leadership, force protection, and the FOB NTV MGR immediately as this is a significant security concern.

· Ensures overall minimum 90% vehicle readiness, while maintaining the same rate by vehicle class and type

· Fleet Management: Upon award of contract, Priority 1 facilities will be established and staffed within 30 days of contract award. For the remainder, facilities will be established within 30 days of issuance of notice to proceed.

· Within 90 days of contract award complete verification of current assets and record update. Verify, validate and update all vehicle data in FMS.

· Assume management, logistical support, and dispatch responsibilities on existing government owned non tactical vehicles within 30 days

· For current GSA leased vehicles, notify CORS 90 days prior to lease expiration.

· Conduct lease turn in inspections. Document damages and estimated repair cost.

· Maintenance facilities and parking may either be inside the FOB or outside the FOB.

· Fleet management will be performed inside the FOB.

· Coordinate exchange of expired leased vehicle with US Government owned vehicle.

· Track down any reported missing vehicles that have been dispatched.

· Within 24 hours of receipt of a vehicle data must be input into FMS.

· New vehicles received in the inventory at the final destination shall be prepared and placed in service within 7 working days after receipt.

· Enter all existing vehicles data into FMS within 30 days of establishing of TMP.

· Establish and monitor preventive maintenance intervals for all vehicles.

· In accordance with the SOPs, provide reports to effectively and efficiently manage the fleet.

· Maintain accurate inventory for all leased and owned vehicles.

· Coordinate with GSA CO or COTR for approval on damage/repairs that exceed $500 USD.

· Provide data analysis and trends needed to maintain required MEL of 90%.

· Manage vehicle key control program.

· Generate a daily report for all overdue preventive maintenance’s and forward to units.

· Conduct any training or meeting as outlined in the USFOR-A SOP.

· Conducts joint inspection at turn-in or assignment.

· Incorporate GPS data management.

2. VEHICLE MAINTENANCE AND LOGISTICAL SUPPORT

2.1 DESCRIPTION OF SERVICES. The Service Provider (SP) shall provide all personnel, equipment, tools, materials, supervision and other items and services necessary to manage and perform maintenance functions critical to the success of the USFO-A mission. Support for scheduled requests after hours, weekends and holidays shall be provided. The SP’ staff shall be fully trained, professional, and customer service oriented. The SP shall ensure quality work performance in accordance with applicable standards and guidelines as prescribed. Costs associated with the accomplishment of this contract are the responsibility of the SP unless specifically stated otherwise. Additionally, the SP is expected to be a partner with the USFOR-A community in continuously improving the quality of programs and service offered to customers

2.2 VEHICLE MAINTENANCE MANAGEMENT AND LOGISTICAL SUPPORT. The SP is responsible for providing all labor, tools, material (Includes petroleum, oil, and lubricants except fuel) and equipment required to properly maintain the Fleet.

2.2.1. Vehicles shall be maintained in accordance with USFOR-A vehicle operation and maintenance standard operating procedures (SOP) requirements and applicable manufacturer manuals.

2.2.2. The SP shall accurately track all maintenance data, parts, repairs and warranty for the government vehicles in an online fleet management system. Maintain a Time Compliance Work Order (TCWO), Service Bulletin (SB) and One Time Inspection (1TI) log and accomplish all TCWOs, SBs and 1TIs as required. Coordinate any factory recalls, SBs or other vehicle maintenance issues on all authorized non tactical government vehicles. Coordinate with GSA CO or COTR as needed to ensure vehicle mission accomplishment.

2.2.3. The SP shall ensure the Minimum Essential Level (MEL) for the fleet is maintained at a 90% or higher per vehicle class rate.

2.2.4. The SP shall establish and accurately monitor a scheduled maintenance/preventive maintenance plan.

2.2.5. The SP shall semi-annually review scheduled maintenance plan and present recommendations to the GSA CO or COTR.

2.2.6. The SP shall submit any request to modify vehicles to the GSA CO or COTR.

2.2.7. The SP shall submit all electronic reports to the GSA CO or COTR as required or requested

2.2.8. The SP shall maintain and post current Occupational Safety and Health Administration charts as well as MSDS information in the service area.

2.2.9. The SP shall establish and maintain a replacement parts reserve inventory in order to maintain a 90% MEL readiness rate per type and class of vehicle. All labor cost for work performed outside of the established work hours to maintain the readiness rate shall be at the SP cost.

2.2.10. The SP shall perform all work required to ensure that all vehicles present a safe, operational, clean, and professional appearance of the fleet.

2.2.11. The SP shall maintain a commercially produced vehicle repair manual library to include a commercially produced parts and labor time guide at each location. The library can be an internet based product. The library must be equipped with references for entire vehicle fleet and equipment.

All work centers must have access to current and up to date central publication file. A copy of the library or access to the internet library will be provided to the GSA CO or COTR.

2.2.12. The SP shall adhere to the USFOR-A Vehicle operation and maintenance Standard Operating Procedures (SOP). Ensure SOPs are properly communicated through base agencies and contract employees adhere to them in performance of their daily duties.

2.2.13. The SP shall coordinate with GSA CO or COTR to organize inspection programs intended to promote high vehicle fleet quality.

2.2.14. The SP shall provide towing and emergency roadside service on-call 24 hours a day, 7 days a week to all authorized non tactical government vehicles on the installation. On-call operator(s) shall meet a 1-hour deployment time.

2.2.15. The SP shall comply with all requirements of hazardous waste disposal. Ensure no waste materials or wastewater enters the storm sewer system. In accordance with USFOR-A standard operating procedures (SOP). Additionally the SP shall present an aggressive plan for the collection and recycling of all oil, lubricants, transmission fluid, brake fluid and engine coolant or any other fluids.

2.2.16. The SP shall coordinate with the Original Equipment Manufacturer receipt and conformance to GSA/ Original Equipment Pre Delivery Inspection requirements.

2.2.17. The SP shall control costs and prepare invoices for each vehicle repaired. The invoice shall include a breakdown of each individual repair (parts and labor). Each invoice must be associate with the vehicle repaired by tag number and/or vehicle identification number (VIN). This data must be entered into the FMS system utilized.

2.2.18 Any repair valued to be over $500.00 US will be submitted to the GSA CO or COTR for approval prior to repair being made.

2.2.19. The SP dispatch shall ensure drivers picking up vehicles have appropriate licenses to operate the type of vehicle they are acquiring. All SP provided drivers must have the proper professional certifications (licenses, permits, and endorsements) in compliance with host nation and federal requirements. Drivers shall wear required uniforms and adhere to published standards of safety and responsibility.

2.2.20. The SP shall provide shuttle bus service using the most efficiently sized vehicles available in order to accommodate passengers. Also, the SP shall conduct quarterly surveys to ensure the service levels are being maintained and to determine if the service is still required and report findings to the GSA CO or COTR.

Fleet Maintenance, Repair, and Logistical Support Requirements

· Vehicle maintenance hours of operations: Will be open to receive customers 7 days per week from 0800 hrs to 2000 hrs 12 hours per day unless the readiness rate falls below 90%. Can be 24 hours per day (if required due to failure to meet the 90% readiness levels). The costs associated with operating 24 hours per day due to failure to meet the 90% readiness level for all types and classes of vehicles will be at the expense of the SP. Must provide 24 hour emergency point of contact

· Provides mechanics (locally sourced), tools, specialty tools and all other required equipment. USFOR-A will provide only the facility and HVAC. Computer equipment / systems will be provided by SP.

· The maintenance provider will be responsible for providing consumable parts and repair parts.

· Maintains government furnished equipment i.e., HVAC equipment and facilities.

· Ensures government facility cleanliness and safety.

· Performs PDI inspections on new vehicles delivered.

· Completes damage reports as required.

· Repair charges shall be IAW Commercial Labor Time Guide Publications. A copy of these publications will be provided to GSA CO or COTR

· Labor rate shall be published and provided to GSA CO or COTR and contracting office.

· Parts discount rate shall be published and provided to the GSA CO or COTR and contracting office.

· Vehicle recovery / mobile maintenance will be provided. Emergency response will be available 24 hours per day 7 days per week.

· Performs preventive maintenance IAW manufacturer recommendations and USFOR-A SOP.

· Performs vehicle repairs as required to ensure safety and an operationally sound fleet.

· Performs accident repairs as required.

· Must manage workload /material control.

· Provides vehicle status reports to the GSA CO or COTR

· Ensure fiscal responsibility through proper maintenance cost control.

· Dispose and Process Hazmat material in accordance with USFOR-A requirements

· Shuttle bus operations (drivers).

SP is responsible for ensuring overdue maintenance is coordinated and performed

3.0. DELIVERABLES

4.0 PERIOD OF PERFORMANCE

Base period of performance will be one year from date of award and will have four option periods.

5.0 PLACE OF PERFORMANCE

All Contractor resources and work performed for this project is anticipated to be in Afghanistan, but other locations may be required as determined by the CO.

6.0 OTHER DIRECT COSTS (ODCs)

6.1 TRAVEL

All travel will be done in accordance with the Federal Travel Regulation (FTR); a copy of the regulation can be found at http://gsa.gov/portal/content/104790. For this effort, GSA anticipates travel will be required, but will not be limited, to the following sites:

· Area of Responsibility (AOR) for the U.S. Central Command

However, the Contractor must obtain Government guidance and approval through the CO before commencing any travel in performance of this Performance Work Statement. When travel has occurred in the billing month, the Contractor must submit airline tickets (if e-tickets boarding pass stubs), hotel invoices, and receipts for any expense over $25.00 that the Contractor wishes to have considered for reimbursement by the GSA.

6.1.1 TRAVEL WITHIN AFGHANISTAN

Travel within Afghanistan shall be coordinated through the USFOR-A liaison and the COTR. This travel will be considered as “local travel” and no additional reimbursements will be made.

6.2 SUPPLIES & MATERIALS EXPENSES

Anticipated costs for supplies and materials in support of this task order shall be submitted in advance to the COTR for approval. Authorized expenses will be reimbursed in accordance with the ODC established guidelines for this individual task order.

7.0 TRANSITION/CLOSE-OUT PLAN

Approximately 30 days prior to the task order’s end date, the Contractor must provide the following:

1. All pertinent documentation (as of the most recent revision);

2. A final financial report; and,

3. A final status report to include a projection for the next 30 days of the program.

In addition, a close-out meeting (including all Contractor key personnel) shall take place with the GSA (COTR, CO, and other key stakeholders).

8.0 POINTS OF CONTACT

GSA Contracting Officer’s Technical Representative: Dan Mohn

GSA Contracting Officer (CO): Laurel Weiskopf

9.0 INVOICING

Invoicing and payment shall be accomplished in accordance with this provision.

10.0 SUBSTITUTION OF KEY PERSONNEL

Individuals proposed and accepted as key personnel for this contract are expected to remain dedicated to the contract. Substitutions will be allowed only when the Government specifically agrees to the substitution in writing. All proposed substitutes of key personnel must have qualifications and salaries, at least equal to that of the person initially proposed by the offeror (the burden of illustrating this comparison shall be the Contractor's) and evaluated and accepted by the Government. The resume of the initially proposed key personnel shall become the minimum requirement for qualifications and salary for the duration of the total contract term.

All requests for substitutions must provide a detailed explanation of the circumstances necessitating the proposed substitutions, a resume of the proposed substitute, the financial impact (i.e., the difference in annual salary between the previous employee and the proposed employee), and any other information requested by the Contracting Officer to make a determination as to the appropriateness of the proposed substitution. The burden of illustrating this comparison shall be the Contractor's. The Contracting Officer, working with the COTR, will evaluate requests for substitutions of key personnel and promptly notify the Contractor of approval or disapproval of the request.