SBA SOW MRV Maintenance.docx

STATEMENT OF WORK (SOW)

FOR

Office of Disaster Recovery and Resilience (ODR&R)

FOR

Office of Field Operations and Disaster Recovery (FODR) August 28, 2025

1.0 Background

The United States Small Business Administration (SBA), Office of Disaster Recovery and Resilience (ODR&R), and Office of Field Operations and Disaster Recovery (FODR) are dedicated to supporting businesses, non-profit organizations, homeowners, and renters in preparing for, responding to, and recovering from disasters. The SBA has acquired two Mobile Recovery Vehicles (MRVs), which are critical assets for rapid deployment to disaster-affected and rural areas where fixed-site facilities are unavailable or damaged. These MRVs serve as mobile Business Recovery Centers (BRC) or Disaster Loan Outreach Centers (DLOC) to facilitate timely loan processing and outreach. To ensure the MRVs remain operational and ready for deployment, the SBA requires a long-term preventative maintenance and servicing program for the two Ford Transit vans, with one stationed for the Field Operations Center West (FOCW) which will utilize Office of Capital Access Processing and Distribution Center (OCPDC) 14925 Kingsport Road, Fort Worth, TX 76155 as the location for storage, and one MRV for Field Operations Center East (FOCE) 3100 Medlock Bridge Road, Building 300, Suite 350, Norcross, GA 30071. This Statement of Work (SOW) outlines the requirements for preventative maintenance and servicing of the two MRVs to support the SBA’s disaster response mission.

2.0 Objectives

The SBA seeks to establish a preventative maintenance and servicing program for two Ford Transit vans (MRVs) to ensure their operational readiness, safety, and longevity. The contractor shall provide routine maintenance services, including tire rotations, oil changes, and other necessary upkeep and servicing tasks, to maintain the vehicles in optimal condition for disaster response deployments. The services shall be performed at or near the OCPC and FOCE locations, with scheduling flexibility to accommodate the MRVs’ deployment schedules.

3.0 Scope

The contractor shall provide all the resources necessary to accomplish the tasks and deliverables described in this SOW. The contractor shall perform preventative maintenance and servicing for two Ford Transit vans, with one van maintained at or near OCPDC in Fort Worth, TX, and one at or near FOCE in Norcross, GA. The maintenance program shall include routine tasks such as oil changes, tire rotations, brake inspections, and other services to maximize vehicle life, as well as unscheduled repairs as needed to address issues identified during inspections.

4.0 Specific Tasks

a. Task 1 – Maintenance and Servicing Plan The contractor shall develop a comprehensive preventative maintenance and servicing plan for the two MRVs, tailored to the vehicles’ specifications and usage patterns. The plan shall include:

• Maintenance Schedule: A detailed schedule for routine maintenance tasks, based on the manufacturer’s recommendations for the 2024 Ford Transit 350HR Cargo RWD and adjusted for the MRVs’ operational profile (e.g., intermittent high-mileage deployments, long-term storage periods). The schedule shall include, but not be limited to:

• Oil and filter changes (every 5,000 miles or 6 months, or as recommended).

• Tire rotations (every 5,000 miles or as needed).

• Brake system inspections and maintenance (every 12 months or as needed).

• Battery checks and replacement (as needed, with inspections every 6 months).

• Fluid checks and top-offs (e.g., coolant, transmission fluid, brake fluid) every 6 months.

• Air filter replacement (every 15,000 miles or as needed).

• Inspection of belts, hoses, and suspension components (every 12 months).

• Electrical system checks, including upfitted components (e.g., solar array, inverter/charger) every 12 months.

• Seasonal maintenance (e.g., winterization, tire pressure adjustments) as applicable.

• Facility Requirements: The contractor shall identify maintenance facilities within 50 miles of the Office of Capital Access Processing and Disbursement Center (OCPDC)14925 Kingsport Road, Fort Worth, Texas 76155, for one MRV and within 50 miles of FOCE (3100 Medlock Bridge Road, Building 300, Suite 350, Norcross, GA 30071) for the other MRV. Facilities must be equipped to service Ford Transit vans and their custom upfitted components.

• Coordination: The contractor shall coordinate with SBA POCs at FOCW and FOCE to schedule maintenance around deployment needs, ensuring minimal disruption to operational readiness.

• Unscheduled Repairs: The contractor shall provide a process for addressing unscheduled repairs (e.g., mechanical failures, damage from deployments) with cost estimates and SBA approval required before work begins.

• Plan Submission: The contractor shall submit the maintenance and servicing plan, including the schedule, facility details, and repair protocols, for SBA approval within 15 days of contract award.

Absence of comments by the SBA will not relieve the contractor of responsibility for complying with this SOW. Final approval of the maintenance plan shall be provided in writing by an SBA official.

b. Task 2 – Preventative Maintenance and Servicing

The contractor shall perform preventative maintenance and servicing for the two MRVs as follows:

• Routine Maintenance: Execute the approved maintenance schedule, performing tasks such as oil changes, tire rotations, brake inspections, and other services at the designated facilities near OCPDC and FOCE.

• Inspections: Conduct comprehensive vehicle inspections at each maintenance interval to identify potential issues, including checks of upfitted components (e.g., solar array, electrical systems, HVAC).

• Unscheduled Repairs: Address any issues identified during inspections or reported by the SBA, with prior approval for repairs exceeding routine maintenance scope. The contractor shall provide detailed repair reports, including diagnosis, parts used, and labor performed.

• Documentation: Provide service records for each maintenance or repair event, including dates, tasks performed, parts replaced, and any recommendations for future maintenance. Records shall be submitted to the SBA POC for each location within 5 days of service completion.

• Compliance: All maintenance and repairs shall use OEM (Original Equipment Manufacturer) or equivalent parts and comply with Ford’s maintenance guidelines, federal, state, and local regulations, and industry standards.

• Accessibility: The contractor shall ensure vehicles are returned to the SBA within 48 hours of service completion, unless otherwise agreed, to maintain operational readiness.

5.0 Deliverable Timelines

Table 1: Deliverables

Within 5 days of repair

Within 5 days of request

6.0 Inspection and Acceptance

The SBA will review all deliverables for completeness and may return them to the contractor for correction. Absence of comments by the SBA will not relieve the contractor of responsibility for complying with this SOW. Final approval and acceptance of deliverables shall be provided in writing by the designated SBA official. The SBA reserves the right to inspect the vehicles and maintenance facilities at OCPDC and FOCE locations to ensure compliance with maintenance standards and contract requirements.

7.0 Security

a. Physical Security The contractor shall establish and comply with appropriate administrative, technical, and physical safeguards to protect the MRVs and any related government property or data during maintenance and servicing.

• Vehicles: The contractor shall ensure the MRVs are secured at maintenance facilities to prevent theft, vandalism, or unauthorized access. The contractor shall immediately report any incidents (e.g., damage, theft) to the SBA Contracting Officer, specifying the affected vehicle and location (OCPDC or FOCE).

• Data: Any service records, repair reports, or logs generated during the contract are government property. The contractor shall not disclose or share this data without written approval from the Contracting Officer.

• Facilities: The contractor shall comply with all facility access and security protocols at maintenance facilities near OCPDC and FOCE, including providing personnel background information if required for access.

• Personnel: The contractor shall employ qualified, ethical personnel certified to service Ford Transit vans and their upfitted components. The contractor shall immediately report any unprofessional or threatening behavior to the Contracting Officer. Contractor personnel shall not use government property or time for non-contract-related activities.

b. Information Technology (IT) Security Requirements Not applicable, as no IT systems are involved in this contract.

c. Personnel Security Requirements Maintenance work will generally be conducted at contractor’s site, however, the contractor shall provide personnel background information as required for access to maintenance facilities or SBA locations, if applicable. Any changes to security procedures at maintenance facilities shall be communicated to the SBA Contracting Officer.

8.0 Packaging, Packing, and Shipping

Not applicable, as the vehicles will be serviced at or near their home base locations (OCPDC and FOCE). All correspondence and deliverables shall reference:

• Contract/order number

• Small Business Administration

• Program office name (FOCW or FOCE, as applicable)

• Contracting Officer Representative Name

• Description of the services provided (e.g., maintenance, repair)

9.0 Government Furnished Property/Equipment/Information

The SBA will deliver respective two (2) Ford Transit vans at time of maintenance and servicing requirements, with the following specifications:

• 2024 Ford 350HR Cargo RWD

• 148’’ Wheelbase

• 3.5 PFDI V6 (Gas)

• 10-speed Transmission

10.0 Type of Contract

The Government anticipates award of a firm fixed-price type contract for routine preventative maintenance services, with task orders issued for unscheduled repairs as needed.

11.0 Period of Performance

Table 2 – Period of Performance

12.0 Place of Performance

The primary places of performance will be the contractor’s maintenance facilities, one within 50 miles of Office of Capital Access Processing and Disbursement Center (OCPDC)14925 Kingsport Road, Fort Worth, Texas 76155, for one MRV, and one within 50 miles of FOCE at 3100 Medlock Bridge Road, Building 300, Suite 350, Norcross, GA 30071, for the other MRV. The contractor may perform services at the FOCW or FOCE locations if facilities are available and approved by the SBA.

13.0 Hours of Operation

The contractor shall perform maintenance and servicing between 0730 and 1800, Monday through Friday, except Federal holidays or when government facilities are closed due to emergencies or administrative closings. The contractor shall coordinate with SBA POCs to schedule services at times that minimize disruption to MRV availability. The contractor must maintain adequate staffing to ensure uninterrupted performance of all tasks.

14.0 Travel and Other Direct Costs (ODC)

Travel costs associated with transporting the MRVs to and from maintenance facilities, if necessary, shall be included in the contract pricing. The contractor is responsible for all logistics costs related to maintenance and servicing.

15.0 Key personnel

The contractor shall designate a lead technician or service manager for each location (OCPDC and FOCE) who is certified to service Ford Transit vans and familiar with the MRVs’ upfitted components. The contractor shall provide the names and qualifications of key personnel within 15 days of contract award.

16.0 Conflicts of Interest

No potential organizational conflicts of interest have been identified. The contractor shall immediately disclose any potential or actual conflicts of interest to the Contracting Officer, including any financial, contractual, or organizational interests that may affect impartiality. The contractor shall describe actions taken to avoid, neutralize, or mitigate any conflicts.

Marcelino Clarke Administrative Support Specialist, Administration Office of Disaster Recovery and Resilience Field Operations Center - West ________________________________________ _____6/06/25_________

Stephan Skillern Administrative Support Specialist, Administration Office of Disaster Recovery and Resilience Field Operations Center - West ________________________________________ _____6/06/25_________ image1.jpg image2.png