Statement of Work.docx

B.2 STATEMENT OF WORK (SOW)

Maintenance Support Services for Material Handling Equipment for the VA Western Colorado Health Care System (WCHCS) in Grand Junction, CO

1. Purpose The VA Western Colorado Health Care System (WCHCS), located on 2121 North Ave, Grand Junction CO, 81501 has a requirement for the use of equipment to safely load, unload, and move materials throughout the facility.

2. Objectives The Contractor shall perform all required inspections, preventative and corrective maintenance on the powered industrial material handling equipment to increase reliability and reduce the risk of unplanned downtime.

3. Period of Performance

4. Places of Performance The onsite maintenance services shall take place at the following address locations:

VA Western Colorado Health Care System (WCHCS) 2121 North Avenue Grand Junction, CO 81501

VA Grand Junction Offsite Warehouse 559 Sandhill Ln., Bay Door 31 Grand Junction, CO 81505

5. Scope of Work

5.1. Contractor shall complete the service work required is Section 4-Mandatory Tasks and Deliverables for the equipment listed in 3.3. The service requirements shall comply with the latest versions of the Occupational Safety and Health Administration (OSHA) 1910.178, ANSI/ITSDF B56.1 (Powered Industrial Trucks) and ANSI/ITSDF B56.6 (Rough Terrain Forklift Trucks, applicable to the Telehandler), and the manufacturer’s requirements.

5.2. If a conflict arises concerning requirements for maintenance and testing, the most stringent requirement shall apply, unless otherwise directed by the contract or Contracting Officer (CO).

5.2.1. Definitions. For purposes of this SOW:

· Scheduled (Preventative) Maintenance means the Semi-Annual, Annual, and Biennial services identified in Section 6.

· Emergency Maintenance means unscheduled corrective repair required to address an immediate safety risk or a condition that renders equipment inoperable, per Section 7.1.

· Non-Emergency (Unscheduled) Maintenance means corrective repair identified during a PM or through daily use that does not present an immediate safety or operational risk, and may be scheduled on a longer timeline per Section 7.1.

5.3. The equipment list below shall be maintained by the Contractor:

Telehandler Diesel

Fork Truck Electric

Pallet Truck Manual

6. Mandatory Tasks and Deliverables

6.1. General PM Requirements (Applies to All Covered Equipment) The following requirements apply uniformly to every Preventative Maintenance (PM), Annual, and Biennial service task identified in Sections 6.2–6.5, and are stated here once rather than repeated under each equipment or task heading.

a. Materials and Replacement Standards. All materials, parts, and components provided for repair or replacement shall be new, free from damage and defects, and shall meet the manufacturer's requirements as approved replacements.

b. Deficiency Reporting. The Contractor shall report all deficiencies identified during the service work to the Contracting Officer Representative (COR) each day, prior to leaving the facility.

c. Standard Service Report Content and Timeline. Within 10 business days following completion of scheduled PM service work, the Contractor shall provide to the COR a written service report including: all deficiencies discovered, all test results, all parts cleaned, repaired, or calibrated, a quote for labor and parts, and a proposed timeline to repair any reported deficiencies. (For Emergency Maintenance reporting timelines, see Section 7.1.)

d. Environmental and Fluid Disposal Requirements. For any task involving fluid replacement (hydraulic oil, brake fluid, transmission fluid, differential fluid, coolant), the Contractor shall: completely drain the existing fluid; capture the old fluid in an OSHA-approved leakproof, clearly labeled container; collect, transport, and dispose of all chemicals, oils, and greases in accordance with EPA and Federal requirements; replace the unit with new fluid approved by the manufacturer; and run the equipment after service to verify no leaks exist.

The following task descriptions apply wherever indicated for a given piece of equipment in the PM Frequency Matrix (Section 6.2), in addition to the general requirements in Section 6.1(a)–(d).

6.1.1. General Preventative Maintenance (Semi-Annual): The Contractor shall complete preventative maintenance services in accordance with the manufacturer's requirements and OSHA standards. Note – The PM specific tasks listed below include but are not limited to the following:

6.1.2. Hydraulic Filter Replacement (Annual): The Contractor shall supply and replace the hydraulic filter per the manufacturer's requirements.

6.1.3. Brake System Service (Annual): The Contractor shall provide a visual inspection and maintenance of the components of the equipment's braking system in accordance with the manufacturer's requirements and OSHA standards, and shall replace the unit with new brake fluid approved by the manufacturer. After service work has been completed, the Contractor shall run the equipment to verify no leaks exist in the brake system.

6.1.4. Hydraulic Fluid Replacement (Biennial – every 2 years): Performed in accordance with the fluid replacement protocol at Section 6.1(d) (complete drain, leakproof labeled container, EPA-compliant disposal, replacement with manufacturer-approved hydraulic oil, and post-service leak verification).

6.1.5. Fork/Load-Bearing Inspection (Annual). The Contractor shall inspect forks and load-bearing attachments for cracks, wear, deformation, or heel wear exceeding manufacturer or ANSI B56.1 tolerances, and shall verify fork/capacity data plates remain legible and affixed. Forks found deficient shall be identified to the COR with replacement recommended in the same service report required under Section 6.1(c).

6.1.6. Tire Inspection (Semi-Annual). The Contractor shall inspect tires for wear, chunking, flat-spotting, or damage affecting stability, and report findings and replacement recommendations to the COR per Section 6.1(c).

6.2. PM Frequency Matrix

The table below identifies which PM tasks apply to which equipment and at what frequency. All tasks are performed per Section 6.1's general requirements. Only tasks unique to specific machines are detailed separately in Section 6.3.

6.3. Equipment-Specific Unique Tasks

JLG Sky Trak Telehandler, Type D – Model 6303 T4F, Serial # 0160106511 Crown Industrial Fork Truck, Type LP – Model C-15050-60, Serial # 10760017 (Diesel and propane-powered equipment only; tasks below do not apply to electric equipment.)

Transmission Service (Annual): The Contractor shall provide a visual inspection of the components of the equipment's transmission system, perform all fluid replacement tasks in accordance with EPA, OSHA, and manufacturer standards including proper containment, labeling, and disposal, and replace the unit with new transmission fluid approved by the manufacturer.

Gearbox/Differential Service (Annual): The Contractor shall service the gearbox/differential and components, including but not limited to: torque converter, gearbox cover, oil supply pump, clutch assembly, seals and O-rings, gearbox filter, and friction plates per manufacturer requirements, and replace the unit with new differential fluid approved by the manufacturer.

Coolant System Service (Biennial – every 2 years): The Contractor shall inspect for signs of coolant leaks around hoses, the radiator, and the engine; inspect the radiator for cracks, leaks, and debris and clean as needed for proper airflow; and replace the unit with new coolant approved by the manufacturer.

Doosan Industrial Fork Truck – Model B20X-7 Plus, Serial # FBA12-4250-02790 Toyota Industrial Fork Truck, Type E – Model 9BDRU15, Serial # 9BDRU15-39159 (Both units are electric fork trucks and receive identical PM requirements)

Battery/Electrical Maintenance Program (Semi-Annual) The Contractor shall perform: electrolyte specific-gravity testing and watering (for flooded lead-acid batteries) or equivalent manufacturer-specified maintenance for other battery chemistries; terminal and cable inspection for corrosion or damage; case inspection for cracking or leakage; and verification of proper equalizing-charge cycling. Deficiencies shall be reported per Section 6.1(b)–(c).

Uline Pallet Truck, Scale Model H-1679, Serial # 105606002004 The Contractor shall perform annual scale calibration in accordance with the manufacturer's specifications and applicable NIST-traceable weighing standards, and shall provide a calibration certificate to the COR upon completion.

Battery Chargers (Energic Plus LF3 48-120-483; GNB Industrial Power EHF26T110) The Contractor shall perform semi-annual inspection of charger output, cable/connector condition, cooling fan operation, and safety shutoff function for each unit; torque-check all electrical connections; and perform an infrared/thermal scan of connections to detect developing faults. Deficiencies shall be reported per Section 6.1(b)–(c).

7. Unscheduled Maintenance

7.1. Onsite Response Requirements

· Emergency Onsite Response Time: the Contractor shall have a qualified maintenance technician onsite within a maximum of 48 hours upon VA request. Replacement parts for emergency repairs shall be ordered under expedited (1-business-day) shipping terms to the greatest extent commercially available.

· Non-Emergency Onsite Response Time: the Contractor shall have a qualified maintenance technician onsite within a maximum of 96 hours upon VA request. Replacement parts for non-emergency repairs shall be ordered under standard (5-business-day target) shipping terms.

7.2. Performance Requirements

The minimum required equipment uptime for material handling equipment covered under this contract is 90% within a given performance period (i.e., maximum allowable downtime of 10%, calculated per unit per year).

7.3. Unscheduled Maintenance – Annual Allowance Structure

All corrective maintenance, unscheduled repair labor and parts are funded through annual allowances established in the Price/Cost Schedule for each period of performance, as follows:

· Annual Parts Allowance: A Government-established annual not-to-exceed dollar amount for unscheduled maintenance and upgrade replacement parts, set in the Price/Cost Schedule. The Contractor shall not exceed this allowance in any performance period without prior written CO authorization through a contract modification.

· Annual Labor Allowance: combines the Government-established annual labor hours quantity and the Contractor's fixed hourly rate in a line item for each period of performance found in the Price/Cost Schedule.

· Quote and Approval Process: Before initiating any unscheduled maintenance work, the Contractor shall submit a written quote to the COR identifying:

(a) estimated labor hours at the fixed contract hourly rate;

(b) an itemized parts quote with the Contractor's supplier(s) quote attached; and

(c) the proposed completion date.

No work shall begin and no parts shall be ordered until the COR provides written confirmation of price reasonableness and sufficient remaining allowance funds.

· Allowance Tracking: The COR shall track a running balance of parts costs expended and labor hours charged against each annual allowance. When cumulative charges approach exhausting any annual parts or labor line item before period end, the COR shall immediately notify the CO in writing. No further unscheduled maintenance or upgrade work shall proceed until the CO authorizes additional funds and/or hours through a written contract modification.

7.4. Parts Standards

All replacement parts shall be new. Used, refurbished, or remanufactured parts shall not be installed without prior written COR approval. All replacement parts shall be equivalent to or better than the original component in quality, performance, and compatibility with the installed system. Parts shall be sourced from the OEM or an OEM-authorized distributor to the greatest extent practicable. The Contractor shall notify the COR of any anticipated parts delays and provide an estimated delivery and repair completion date. The Contractor shall obtain, maintain on file, and make available to its Field Service Engineers all OEM technical documentation, service manuals, schematics, parts lists, and diagnostic software necessary to service the covered systems. The VA will not provide service manuals or diagnostic software to the Contractor. A listing of all service data manuals by name shall be provided to the COR and CO upon request.

7.5. Warranty of Workmanship and Parts

All corrective maintenance work performed and all replacement parts installed under this contract shall be warranted against defects in workmanship and materials for a period of one (1) year from the date the applicable Field Service Report is accepted by the COR. If a repaired or replaced component fails due to the same root cause, or the same component/assembly fails for any reason within the one-year warranty period, the Contractor shall diagnose and re-perform the repair and replace any defective parts at no additional cost to the Government. Warranty re-performance shall be initiated within the response times specified in Section 7.1. Parts carrying an OEM warranty exceeding one (1) year shall be covered under that OEM warranty for its full period. The Contractor is responsible for facilitating OEM warranty claims on the Government's behalf for all covered parts.

8. Hours of Operations The Contractor shall coordinate with the COR to schedule the services outlined in Section 6. Normal hours of operation are Monday through Friday, 8:00am – 4:30pm, except Federal holidays. The Contractor is not expected to work outside of normal business hours. Work is to be conducted in a manner which presents the least disruption to the healthcare facility within normal business hours. The Contractor shall not perform any on-site work or provide services during Federal Holidays observed by the Federal Government.

9. Key Personnel Certain skilled, experienced professional and/or technical personnel are essential for accomplishing the work to be performed. These individuals are defined as "Key Personnel." The Contracting Officer may notify the Contractor and request immediate removal of any personnel assigned to the task order that are deemed to have a conflict of interest with the Government or whose performance is deemed unsatisfactory. The reason for removal will be documented, and replacement personnel shall be identified within three business days of notification. Employment and staffing difficulties shall not justify failure to meet established schedules.

Key personnel shall sign in and sign out at Building 8 for work performed at VA WCHCS, and shall follow the offsite warehouse's posted access procedure for work performed at 559 Sandhill Ln. Contact information shall be provided to the COR for both locations.

10. Contractor Qualifications

10.1. The Contractor and Contractor-authorized personnel shall meet the requirements of "Qualified" personnel as defined by OSHA 1910.178(l) (Powered Industrial Truck Operator Training).

10.2. As part of its proposal, the Contractor shall submit documentation demonstrating factory/OEM-authorized technician certification for each equipment manufacturer covered under this contract (JLG, Doosan/Bobcat, Crown Industrial, Toyota Industrial), or equivalent documented qualified work experience.

10.3. Personnel performing work on battery or charging systems under Section 6.5 shall hold documented electrical safety training consistent with NFPA 70E.

11. Domain Knowledge The Contractor and key personnel shall conform to the latest versions of the Occupational Safety and Health Act (OSHA), National Fire Protection Association (NFPA), Veterans Health Administration (VHA) Directives, ANSI/ITSDF B56 series, and the manufacturer's requirements.

12. Type of Contract Firm Fixed Price

13. Changes to the SOW Any changes to the SOW shall be authorized and approved only through written correspondence from the CO. A copy of each change will be kept in a project folder along with all other project products. The Contractor shall submit a change order request to the CO and request compensation for parts and labor not included in the scope of this contract.

14. Contractor and Government Responsibilities

14.1. Contractor Responsibility

· Contractor shall furnish personnel, supervision, knowledge, professional expertise, tools, materials, equipment, and quality control to complete the Mandatory Tasks and Deliverables of this SOW.

· Items necessary to perform work under this contract shall be furnished, maintained, and operated by the Contractor and shall be consistent and fully compliant with all applicable OSHA, ASME, NFPA, Federal, State, County, and City laws, ordinances, and regulations.

· The Contractor and key personnel shall be responsible for the cost of repair or replacement of any damage to VA Medical Center structure or equipment caused by the Contractor or key personnel. The Contractor shall coordinate with the COR at least 10 business days prior to scheduled PM services, and as soon as practicable for emergency services.

· Key personnel shall sign in and sign out per Section 9, and communicate ongoing changes with the COR while on station.

14.2. Government Responsibility

· The COR shall assure the equipment and a safe working space are available for service, per the agreed-upon schedule.

· The COR shall provide any relevant documentation regarding the work required under this SOW. Additional documentation may be available at the Contractor's request.

15. Safety Requirements Matters related to safety, and any actions of the Contractor, shall meet all safety requirements of the Department of Veterans Affairs, OSHA, and the State. The facility requires approved permits before performing any hot (thermal) work, energized electrical work, work with infection risks, or work with life/safety risks. Contact the COR for a determination if there is any chance that work may require a permit. It is incumbent upon the Contractor to be familiar with these requirements.

The Contractor shall provide all SDS sheets for all chemicals and materials needed to complete required work to the COR at a minimum of 30 calendar days prior to scheduled service work, including specifics such as: where used in the sequence of activities, how much is needed, application method, cleanup procedures, spill prevention requirements, and other items pertinent to EHS.

All hazardous materials shall be handled, stored, and used in accordance with applicable NFPA, OSHA, and EPA standards appropriate for each material. The Contractor shall ensure all work is done in a manner that safeguards all visitors, employees, and the public, and shall be solely responsible for any actions initiated or completed by its employees. The Contractor and its employees shall have a clear understanding of, and be sensitive to, matters such as patient privacy, environmental issues (e.g., groundwater contamination, air quality), and shall remain consistent and fully compliant with all applicable Federal, State, County, and City laws, ordinances, Right-to-Know laws, EPA guidelines, and regulations.

Adequate warning devices, barricades, or other necessary precautions shall be provided by the Contractor at all VA work sites to eliminate hazards and protect all public visitors, pedestrians, and WCHCS employees within the area. The Contractor shall contain, clean up, and report all spills on Government property in a manner that complies with all applicable Federal, State, and Local laws and regulations, and the installation spill control plan, at no cost to the Government.

16. Formal Acceptance or Rejection of Deliverables If deficiencies are discovered not covered by this service contract, the Contractor shall provide a written (email) detailed description of the deficiencies and a proposal to correct them, including timeline, labor, and cost of materials. The COR shall have 10 business days to review the proposal before accepting or declining the offered correction. The CO shall review and authorize the change order and the work.