ATCH 10 Sample PWS

ALiSS – Sample Vehicle Maintenance PWS SAQMMA14R0042

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SAMPLE PERFORMANCE WORK STATEMENT

VEHICLE MAINTENANCE SERVICE

The Contractor shall be responsible for the full range of vehicle maintenance services for vehicles ranging from small engine utility vehicles (Gators, Mules, etc.) and light armor vehicles (up-armor Land Cruiser and GM vehicles) up to and including Diplomatic Security tactical armored vehicles (Bears, Bearcats, and MRAP vehicles). A current inventory is listed in Table 1.

The contractor shall provide personnel to perform vehicle maintenance services at the main vehicle maintenance facility at Qashimi, the Kabul Embassy Compound vehicle maintenance facility, and smaller facilities at the consulate locations in Herat and Mazar-e Sharif.

Unless otherwise specified, the contractor shall provide all supplies, personnel, equipment, tools, materials, supervision, and other items or services necessary to perform the management and operation of motor vehicle maintenance functions as defined in this Performance Work Statement (PWS). All supplies and materials shall be of a type and quality that conform to applicable Federal specifications and standards. All supplies, materials, and equipment to be used in the performance of work described herein are subject to the approval of the Contracting Officer Representative (COR). The contractor must submit to the COR a list indicating the name of the manufacturer, the brand name, and the intended use of each of the materials proposed in the performance of its work.

The contractor shall not use any materials, chemicals, or compounds which the COR determines would be unsuitable for the intended purpose or harmful to the surfaces to which applied.

Any material which the COR suspects does not meet Federal specifications or standards shall be tested at the Contractor's expense by an independent testing laboratory qualified to perform such tests as are required. A copy of the laboratory report giving the results of the test and a sample of each product, if requested, shall be submitted to the COR.

The following is a list of products required for vehicle maintenance purposes. Each product submitted must be identified with one of these categories. Labeling should be printed on all containers.

• Hydraulic fluids • Penetrating lubricants

• Diesel fuel additives • Multi-purpose lubricants

• General penetrants and lubricants • Transmission fluids

• Bar and chain oil • Degreasers

• Hydraulic lubricants • Air tool lubricants

• Lube chain lubricants • Chrome polish/cleaners

• Gas conditioners • Glass cleaners

• Chain bar lubricants • All-purpose cleaners

• Fuel conditioners

The contractor shall provide intermediate maintenance, preventive maintenance and scheduled inspections/tests; repair/replace unserviceable parts, assemblies, subassemblies and components;

refinish, fabricate parts, make modifications; repair accessories and auxiliary equipment, and body and structural repair as well as on-call response within 60 minutes for weekends, holidays, and after normal

Attachment 10 (A002) Page 2 of 6 duty hours for emergency vehicle repair. This work shall be continuous 24 hours a day, 7 days a week until completed, unless approved by the COR.

Not later than 30 days prior to contract start date, the contractor shall establish procedures to ensure on call personnel shall report for duty within 60 minutes of notification. The contractor shall furnish the COR with an on-call contact listing. This listing shall be updated to ensure personnel are available continuously throughout the contract period.

The contractor shall maintain all vehicles to a readiness/availability of 90% for each classification of vehicle while accomplishing scheduled preventive maintenance, repairs, concurrent and special inspections, tests, and calibration.

The contractor shall be responsible for installation or transfer of vehicle accessories and special equipment as approved by the COR and shall be responsible for repairs and parts after installation of that special equipment.

The contractor shall clean and service all vehicles after performing maintenance repairs. In addition, the contractor shall provide, issue, and add all replenishment fluids/ lubricants to Include; engine oils, transmission, brake and hydraulic fluids, gear lubricants, and coolants that meet the recommended vehicle make/model service standards.

The contractor shall provide unscheduled mobile maintenance to start or repair vehicles and equipment that are disabled. This service shall be provided ASAP, but dispatch NLT 15 minutes after notification of the requirement. The contractor shall utilize a service call log. The log shall be provided to the COR upon request.

The contractor shall provide repair and replacement of vehicle and equipment tires. Disposal of unserviceable tires shall be the contractor's responsibility IAW approved environmental procedures.

Unserviceable tires shall be removed weekly.

The contractor shall maintain strict control of all accountability documents. This includes service/repair logs and registers and records and status of all equipment under warranty.

The contractor shall ensure that a Vehicle Maintenance Facility Manager is responsible for the development and execution of a comprehensive vehicle maintenance program. The program must include planning utilization of resources, managing facilities and equipment, analyzing operational problems and taking corrective action, and providing technical and administrative advice to vehicle/equipment using organizations. In addition, the facility manager is responsible for determining/resolving technical matters/problems involved in the repair and maintenance of vehicles and equipment.

The contractor shall furnish in writing to the COR the names of all contractor personnel not later than (NLT) the contract pre-performance conference. The COR shall immediately be notified in writing whenever changes are made.

The contractor shall comply with Federal drug-free workplace and workforce requirements IAW the Federal Acquisition Regulations.

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Some classifications of work may require special protective clothing; coveralls, aprons, masks, face shields, reflective vests, back supports, gloves, and steel-toed safety shoes/boots IAW the regulations covering the job descriptions. The contractor shall be responsible for identifying those job classifications requiring protection equipment IAW OSHA standards.

The Contractor shall insure that LN and TCN personnel hold local journeymen certification and experience working in a garage on diesel and gasoline engines. The Contractor shall insure that AN personnel are ASE-certified automotive and diesel technicians and have current and valid professional certifications. AN contractor personnel shall oversee work done by LN and TCN personnel.

The contractor shall provide motor vehicle and equipment repair parts equal to or that exceeds the quality of replacement parts supplied by the original equipment manufacturer.

Commercially purchased or contractor rebuilt parts may be used if they equal or exceed the quality of the original parts.

Supply Operations/Asset Management:

The Contractor shall perform supply services necessary to requisition, receive, store, account, issue and manage supplies such as petroleum, oil and lubricants (both bulk and package) and vehicle repair parts in accordance with Department of State policy and regulations, especially with respect to armored vehicles which must be maintained and disposed of per the Foreign Affairs Manual provisions for the Department of State Armored Vehicle Program. The plan for hazardous materials/waste services must be integrated with the Contractor’s overall safety plan.

The Contractor shall comply with Department of State procurement regulations and coordinate procurements of all needed spare parts with the Embassy’s/Consulate’s General Services Procurement Officer through weekly parts procurement reports and invoices for reimbursable items.. In addition, the Contractor shall plan inventories of spare parts in order to place quarterly procurement orders of standard items funded by the Embassy’s International Cooperative Administrative Support Services (ICASS) billing mechanism.

The Contractor shall manage inventories for both expendable and non-expendable property in the Integrated Logistics Management System (ILMS) per 14 FAM regulations. In addition, the Contractor shall conduct an annual physical inventory of all expendable and non-expendable property in Kabul and field locations: US Embassy Kabul, Consulate Herat, and Mazar-e Sharif as well as conduct expendable and non-expendable spot checks throughout the year.

Performance Metrics:

Fleet Availability A monthly report showing the average number of vehicles available for customer use in comparison to customer’s total inventory (breakout by type of vehicle). For example, a Center has 10 Vans which should be available each day of a 30-day month (10 x 30 = 300 vehicle-days). However, 1 of the Vans was out of service for 10 days. Thus, the fleet availability for Vans was 300 – 10 vehicle-days = 290 vehicle days. The Availability Rate was 290 ÷ 300 = 96.7%

Preventive Maintenance Compliance

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The Contractor shall provide a monthly report showing the number of vehicles scheduled for PM compared to number of PMs actually completed, where applicable.

Quality of Repairs The Contractor shall provide a monthly report showing the number of comebacks or repeat maintenance incidents. The Contractor shall achieve the industry standard is 2% or less when comparing the number of comeback Repair Orders to the total number of Repair Orders.

Field Breakdowns The Contractor shall provide a monthly count of field breakdowns that required either a tow-in to a repair facility or roadside assistance to get the vehicle back in operation.

Quality Control Program:

The Contractor shall institute and maintain a complete quality-control program to ensure that the requirements of this contract are provided, as specified. The overall goal of the program should be to identify and correct any problems that may exist before they are identified by or reported to the COR and/or the vehicle maintenance staff. As a minimum, the program shall include:

• An inspection system covering all the services required with a comprehensive checklist to be used to inspect contract performance during scheduled and unscheduled inspections, and the name(s) of the individuals who will be performing the inspections.

• A system for identifying and correcting deficiencies and/or a pattern of deficiencies in the quality or quantity of services provided before the level of performance becomes unacceptable and/or Government inspectors point out the deficiencies.

• A file of all inspections conducted by the Contractor and corrective actions taken. This should include follow-up inspections to ensure that corrective action was appropriate, complete, and timely. This documentation shall be organized in a logical manner, kept current, and made available to the COR and the Contracting Officer during the term of the contract.

The Contractor shall establish and implement key control procedures in the Quality Control Plan to ensure keys issued to the contractor by the Government are properly safeguarded and not used by unauthorized personnel. The Contractor shall not duplicate keys issued by the Government.

Quality Assurance:

The Government shall evaluate the contractor's performance under this contract. All surveillance observations shall be recorded by the Government. When an observation indicates defective performance, the COR shall request the contractor's representative to initial the observation. All observations of incomplete or defective performance, or safety and health standards violated shall be recorded. Written notices issued by the CO shall require the contractor to reply, in writing, to the CO within five workdays after receipt, explaining reasons for the existing conditions, the corrective action, and procedures taken to prevent recurrence.

Government verification inspections of services shall not constitute acceptance, nor replace the contractor inspection or in any way relieve the contractor of any responsibility to take all actions necessary to assure highest quality of service rendered.

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The Contractor may be required to meet at least weekly with the COR during the first month of the contract. Meetings shall be as often as necessary thereafter as determined by the COR.

The Contractor shall maintain a current listing of employees. The list shall include employee’s name, social security number, and level of security clearance. The list shall be validated and signed by the Contractor and provided to the COR. Updated listings shall be provided when an employee’s status or information changes.

Operating Hours:

Operating hours shall meet mission requirements.

Vehicle Maintenance normal hours of operation shall be continuously from 0630 to 1730 hours daily, Saturday through Thursday. Vehicle maintenance on Fridays will be on an emergency basis only.

Overtime is expected to be frequent and duty mechanics must be designated for emergency repairs.

Recognized Holidays: Except for work categorized as emergency, the Contractor is not required to provide all services on the federal holidays recognized by the USG.

Upon notification by the COR, the Contractor shall provide services to support weekend/holiday training schedule.

Safety and Accident Prevention:

The Contractor shall formulate and submit, within 30 days after the conditional contract award date, a written safety and health plan for acceptance by the Government. The written plan shall include the details of the Contractor's safety organization, responsibilities, method of program implementation, and how hazards and deficiencies shall be identified and corrected. It shall detail employee's responsibilities for: protection of Government property and safety of others, employee's responsibilities for reporting all mishaps, and establish procedures for reporting or correcting unsafe conditions, hazards, or practices. The plan shall also contain mishap notification and reporting procedures. The Contractor shall have a central POC for safety and health related issues. The POC shall be identified in writing to the COR.

The Contractor shall ensure employees have safety education when engaged in activities involving Government facilities, personnel, or equipment.

The Contractor shall immediately notify the Post Occupational Safety and Health Officer (POSHO) of all accidents/incidents involving employee use of and/or damage/injury to facilities, equipment, or personnel.

The Contractor shall require their personnel to wear safety shoes/boots IAW OSHA standards.

The Contractor shall provide all required personal protection equipment, e.g. respirators, hearing protection, eye protection, gloves, steel-toed boots, aprons, masks, face shields, reflective vests, etc.

IAW OSHA standards.

Environmental Requirements:

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The use, handling, storage, and disposal of all toxic, hazardous, special or radiological wastes/materials shall be IAW all USG federal environmental regulations and procedures. Personnel shall be trained by the Government on proper procedures to include spill response and clean up.

The Contractor shall provide a complete environmental plan to assure compliance with all environmental statutes and regulations. One copy of the plan shall be provided to the COR at the pre-performance conference and as changes occur.

Table 1

KABUL EMBASSY COMPOUND

376 VEHICLES

MAZAR-E SHARIF

55 VEHICLES

HERAT

65 VEHICLES

Toyota Land Cruiser 190 Toyota Land Cruiser 34 Lenco Bearcat 2 Toyota Hilux 54 Toyota Hilux 8 Toyota Dyna Flatbed 1 Lenco Bearcat 39 GM Suburban 7 GM Express Van 1 GM Suburban 30 Lenco Bearcat 4 Ford F550 2 GM Express Van 11 Ford F550 2 Toyota Hilux 10 Toyota Dyna 7 Toyota Land Cruiser 41 Toyota Corolla 6 GM Suburban 8 Toyota HiAce 6 Ford F550 5 Freightliner M2 106 5 Toyota 4Runner 3 Mercedes-Benz Actross 3 Toyota Coaster 2 Ford F750 2 Hyundai H1 2 Mercedes-Benz 600 1 Mercedes-Benz Atego 1 Mercedes-Benz CLK 1 Ford F800 1 Freightliner 1 Mitsubishi Fuso 1 Toyota Hino 1 Mercedes-Benz L4500 1 GM Patrol 1 GMC Sierra 1 Ford F250 Super Duty 1