Attachment 1 - PERFORMANCE WORK STATEMENT - fork trucks at rock island UPDATED 3 YEARS - 4.pdf

SP7000-25-Q-1044 Attachment 1 - PWS

Source Selection Information - See FAR 2.101 and 3.104.

PERFORMANCE WORK STATEMENT (PWS)

Fork Trucks at Rock Island

0.0 INTRODUCTION

This Performance Work Statement (PWS) defines the requirements for preventive maintenance and repair services for six (6) fork trucks owned and operated by the Defense Logistics Agency (DLA) at Rock Island.

The period of performance for this requirement is up to thirty-six (36) months, consisting of one

(1) twelve (12)-month base period and up to two (2) twelve (12)-month option periods, commencing upon contract award.

One (1) fork truck (TCM, Model FCG25N6, Serial Number 48802042) is currently disabled and requires significant repairs to restore it to operational condition, consistent with the Government-provided service estimate MH Equipment service estimate Q04000942. This estimate is provided for informational purposes only. The Contractor shall verify required repairs through inspection and shall provide a written price quotation prior to performance in accordance with this PWS and the awarded contract.

The Contractor shall provide all labor, tools, equipment, materials, parts, and services necessary to maintain the fork trucks in safe operational condition and to support mission requirements, in compliance with applicable Occupational Safety and Health Administration (OSHA), American National Standards Institute (ANSI), and manufacturer standards.

1.0 OBJECTIVE

Establish a reliable and responsive maintenance program for DLA’s six (6) fork trucks at Rock Island to ensure continuous availability for mission operations, including the immediate repair of one disabled fork truck (TCM, Model FCG25N6, Serial Number 48802042).

2.0 REQUIREMENTS

2.1 Equipment Details

Quantity: Six (6) fork trucks

Make Model Serial Number

1) Toyota 8FGU30 31369

2) Hyster H60XL A177B18112G-8096

3) TCM FCG25N6 48802042

4) Yale GLC020CBJUAV072 N429835

5) Toyota 8FGU30 31345

6) Hyster H60XL A177B18113G-8096

Additional characteristics:

• Average weight limit: approximately 6,000 pounds

• Fuel type: Propane

• Age: Approximately 25 years old or newer

Location / Government POC:

DLA Document Services – West Region Rock Island Arsenal Bldg. 108 SW Corner Basement Rock Island, IL 61299-5000 Attn: John Turner; 309-782-1429

2.2 Service Model (Delivery / Transport)

Unless otherwise authorized in writing by the Contracting Officer, all preventive maintenance and repair services shall be performed on-site at Rock Island Arsenal, as identified in Section 2.1 under Location/Government POC.

The Contractor shall provide all labor, tools, diagnostic equipment, and service vehicles necessary to perform work on-site.

If a repair cannot reasonably be completed on-site due to specialized equipment requirements, major component overhaul, or safety considerations, the Contractor shall notify the Government POC and obtain Contracting Officer authorization prior to transporting the fork truck to the Contractor’s facility.

In such cases, the Contractor shall coordinate transportation logistics with the Government

POC.

2.3 Definitions

• Business Hours: Monday through Friday, 8:00 AM to 4:00 PM local time, excluding Federal holidays: New Year’s Day; Birthday of Martin Luther King, Jr.; Washington’s Birthday; Memorial Day; Juneteenth National Independence Day; Independence Day; Labor Day; Columbus Day;

Veterans Day; Thanksgiving Day; Christmas Day.

• Business Hour: One (1) hour during Business Hours.

• Business Day: A calendar day in which Business Hours occur.

• Service Request Acknowledgment: Contractor confirmation of receipt of the request and contact with the Government POC to initiate triage and schedule service.

• Service Response: Contractor action to diagnose and progress the repair (remote triage, scheduling, parts identification, and/or technician action).

• Repair Completion: Fork truck is restored to safe operational condition, tested, and released for Government use at the on-site location. If transport to the Contractor’s facility was authorized, repair completion occurs when the fork truck is returned to the Government location and ready for use.

2.4 Maintenance Services (Preventive and Corrective)

All fork trucks require inspection, and repairs may be required to restore full operational readiness. Preventive maintenance and repairs shall be performed in accordance with manufacturer recommendations and actual equipment utilization.

The Contractor is authorized to inspect the fork trucks on-site at Rock Island Arsenal prior to submitting quotes or estimates, as needed. Inspection at the Contractor’s facility shall only occur when transport has been authorized in accordance with Section 2.2. The Contractor shall coordinate scheduling and access with the Government POC.

The Contractor shall provide services using new or remanufactured OEM parts or OEM-authorized equivalent parts, defined as parts manufactured or remanufactured by the Original Equipment Manufacturer (OEM) or by an OEM-authorized source that meets OEM specifications for form, fit, and function. No other parts shall be used unless approved in writing by the Contracting Officer.

2.4.1 Preventive Maintenance (PM)

• Perform PM in accordance with manufacturer recommendations, including oil changes, fluid replacement, inspections, adjustments, lubrication, safety checks, and replacement of worn components, as required.

• Preventive maintenance shall be performed no less than once annually for each fork truck.

• Additional preventive maintenance shall be performed when manufacturer-recommended service intervals are reached based on operating hours or condition.

• The Contractor shall track operating hours (if available) or assess equipment usage and condition to determine when additional maintenance is required.

• Maintain a preventive maintenance checklist of completed tasks for each fork truck and provide it to the Government upon request.

• Coordinate PM scheduling with the Government POC to minimize downtime and maintain operational readiness.

2.4.2 Unscheduled Repairs (Non-Emergency)

Unscheduled repairs are repairs required to address non-critical issues affecting performance or reliability that do not immediately halt operations.

Examples: minor hydraulic leaks, non-critical sensor malfunctions, and performance issues allowing operation at reduced capacity.

Unscheduled repairs are corrective in nature and shall not be used as a substitute for required preventive maintenance.

2.4.3 Emergency Repairs

Emergency repairs are repairs required to address critical issues that immediately impact operational readiness, create a safety hazard, or prevent use.

Examples: brake failures, steering malfunctions, and engine failures.

2.5 Service Response Requirements

• A voicemail message alone does not constitute an acceptable service response.

• A service request is considered received when transmitted to the Contractor-designated point of contact (phone/email) identified in the contract.

• The Contractor shall acknowledge service requests and contact the Government POC within two (2) business hours during Business Hours.

Unscheduled Repairs:

The Contractor shall provide a written estimate within one (1) business day of inspection or diagnosis, unless parts availability requires additional time, in which case the Contractor shall notify the Government POC.

Emergency Repairs:

The Contractor shall contact the Government POC within one (1) business hour of receipt during Business Hours and prioritize diagnosis and repair scheduling.

Service response requirements apply during Business Hours unless otherwise authorized by the Contracting Officer.

If a repair requires authorized transport to the Contractor’s facility, the Contractor shall coordinate removal and return scheduling with the Government POC and minimize equipment downtime.

2.6 Time-and-Materials (T&M) Controls and Authorization

Unscheduled repairs and emergency repairs may be performed on a time-and-materials (T&M) basis only when authorized.

• The Contractor shall provide a written estimate identifying labor hours by labor category and rate, and materials or parts costs, for Government review and approval prior to starting work.

• Work shall not begin until the Government provides written approval of the estimate and a not-to-exceed (NTE) amount, and the Contracting Officer (or authorized COR, if designated in writing) authorizes the work under the contract.

• Authorization by Government technicians, forklift operators, or program personnel alone does not constitute authorization to perform T&M repairs.

• Repairs shall not exceed the Government-authorized NTE amount for the specific repair event and are subject to availability of funds.

• Time-and-materials (T&M) authority may also be used for additional preventive maintenance required due to increased equipment utilization or to meet manufacturer-recommended service intervals beyond the annual baseline requirement.

• For imminent safety hazards requiring immediate action, the Contractor shall notify the Government POC as soon as practicable and document the circumstances. The Contractor shall not exceed a Government-directed not-to-exceed amount for the immediate action and shall obtain Contracting Officer (or authorized COR) authorization as soon as practicable thereafter.

2.7 Preventive Maintenance Schedule

Preventive Maintenance (PM) shall be performed at least once annually for each fork truck.

Additional PM shall be performed in accordance with manufacturer-recommended service intervals, which are typically based on operating hours or equipment condition.

Based on historical usage, the Government estimates that each fork truck operates at low utilization levels (significantly below typical manufacturer service interval thresholds, such as 250-500 operating hours annually). As a result, annual preventive maintenance is expected to satisfy most routine service requirements. However, the Contractor shall perform additional PM when manufacturer-recommended intervals or equipment condition warrant.

The Contractor may recommend adjustments to the maintenance schedule based on actual equipment usage, subject to Government approval.

2.8 Documentation and Reporting

The Contractor shall maintain a service log for each fork truck documenting:

• Maintenance and repairs performed

• Replacement parts installed (including identification of new or remanufactured OEM or OEM-authorized parts)

• Service dates and technician notes

• Safety-related findings and corrective actions

• Estimated or recorded operating hours and any recommendations for additional preventive maintenance

The Contractor shall provide:

• A service record after each PM or repair event; and

• An annual summary report to the Government POC including maintenance performed, repairs completed, outstanding issues, and recommendations.

Service documentation shall support Government acceptance of work performed and serve as the basis for invoicing.

2.9 Contractor Responsibilities

• Provide qualified technicians with a minimum of five (5) years’ experience servicing the specified fork truck models or equivalent class industrial trucks.

• Ensure all services comply with applicable OSHA and ANSI standards for industrial trucks.

• Dispose of all waste materials (e.g., oils, filters) in accordance with environmental regulations.

2.10 Government Responsibilities

• Provide access to the fork trucks and work areas at Rock Island Arsenal to support on-site performance. Coordinate removal and return scheduling only when transport to the Contractor’s facility has been authorized in accordance with Section 2.2.

• DLA forklift users shall perform routine daily or pre-use inspections in accordance with OSHA and manufacturer requirements and report safety issues to the Government POC within 24 hours.

3.0 SECURITY REQUIREMENTS

The Contractor shall ensure all service technicians are eligible for access to Department of Defense (DoD) facilities in accordance with Directive-Type Memorandum (DTM) 09-012 and installation-specific access policies. Technicians must be eligible for access at time of award and throughout contract performance.

4.0 CONTRACT RENEWAL, EXTENSION, AND TERMINATION

4.1 Base and Option Periods

The contract shall consist of one (1) twelve (12)-month base period and up to two (2) twelve (12)-month option periods. Option periods shall be exercised at the Government’s sole discretion and are subject to the availability of funds and approval by the Contracting Officer.

4.2 Extension Beyond Initial Option Periods

Prior to the end of the final option period, additional option periods may be requested and negotiated by mutual agreement of the Government and the Contractor, including consideration of revised rates or other terms, subject to Contracting Officer approval and execution of a contract modification.

4.3 Termination for Reduced Requirement

If fork trucks are removed from service, replaced, or no longer required, the Government may terminate the maintenance agreement, in whole or in part, upon thirty (30) days’ written notice to the Contractor.

5.0 INVOICE SUBMISSION

Invoices shall be submitted electronically in accordance with DFARS 252.232-7006, FAR Part 32, applicable DLA policy, and contract instructions via Wide Area Workflow (WAWF), or its successor system. As an administrative expectation, the Contractor should submit invoices within thirty (30) calendar days after completion of the applicable maintenance service.