Statement of Work.docx

B.2 STATEMENT OF WORK (SOW)

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

1. Purpose The Department of Veterans Affairs (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 in Section 6. Mandatory Tasks and Deliverables for the equipment listed in 5.3. The service requirements shall comply with the latest versions of the Occupational Safety and Health Administration (OSHA) 1910.178, American National Standards Institute / Industrial Truck Standards Development Foundation (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).

5.3. Definitions. For purposes of this SOW:

· Scheduled (Preventative) Maintenance (PM) 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.

· Service Event means a single, complete performance of all tasks bundled to a given unit of equipment at a given frequency, as identified in the Price/Cost Schedule and the PM Frequency Matrix (Section 6.2). A Service Event is not complete until every task within that bundle has been performed and documented in an accepted Field Service Report (FSR).

· Field Service Report (FSR) means the written service report required under Section 6.1(c) documenting the work performed for a Service Event.

· Acceptance means the written determination by the Contracting Officer's Representative (COR), per Section 6.6, that a Service Event or corrective repair has been fully and satisfactorily performed and documented in accordance with this SOW.

5.4. Covered Equipment. The following equipment shall be maintained by the Contractor:

Telehandler (Diesel)

Fork Truck (Electric)

Pallet Truck Scale (Manual)

6. Mandatory Tasks and Deliverables

6.1. General PM Requirements (Applies to All Covered Equipment) The following requirements apply uniformly to every PM: Semi-Annual, 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 COR each day, prior to leaving the facility.

c. Standard Service Report Content and Timeline. Within 10 business days following completion of a scheduled PM Service Event, the Contractor shall provide the COR a written FSR including: all tasks performed for that Service Event; all deficiencies discovered; all test results; all parts cleaned, repaired, replaced, or calibrated; a quote for any recommended follow-on 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 the United States Environmental Protection Agency (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.

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.

6.3. Common PM Task Descriptions

The following descriptions apply wherever indicated for a given unit in the PM Frequency Matrix, in addition to the general requirements in Section 6.1(a)–(d):

· General PM Services (Semi-Annual): Preventative maintenance in accordance with the manufacturer's requirements and OSHA standards. The specific tasks include, but are not limited to, the manufacturer's semi-annual service checklist for the unit.

· Hydraulic Filter Replacement (Annual): Supply and replace the hydraulic filter per the manufacturer's requirements.

· Brake System Service (Annual): Visual inspection and maintenance of the braking system components in accordance with the manufacturer's requirements and OSHA standards, and replacement with new manufacturer-approved brake fluid; run the equipment after service to verify no leaks exist.

· Hydraulic Fluid Replacement (Biennial): Performed per the fluid replacement protocol at Section 6.1(d).

· Fork/Load-Bearing Inspection & Certification (Annual): Inspect forks and load-bearing attachments for cracks, wear, deformation, or heel wear exceeding manufacturer or ANSI B56.1 tolerances; verify fork/capacity data plates remain legible and affixed. Deficient forks shall be identified to the COR with replacement recommended in the same FSR under Section 6.1(c).

· Tire Inspection (Semi-Annual): Inspect tires for wear, chunking, flat-spotting, or damage affecting stability; report findings and replacement recommendations per Section 6.1(c).

6.4. Equipment-Specific Unique Tasks

JLG SkyTrak Telehandler, Model 6036 T4F (SN: 0160106511); Crown Industrial Fork Truck, Model C5-1050-60 (SN: 10760017) (Diesel and propane-powered equipment only.)

· Transmission Service (Annual): Visual inspection of the transmission system components; perform all fluid replacement tasks per EPA, OSHA, and manufacturer standards including proper containment, labeling, and disposal; replace with new manufacturer-approved transmission fluid.

· Gearbox/Differential Service (Annual): 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; replace with new manufacturer-approved differential fluid.

· Coolant System Service (Biennial): Inspect for coolant leaks around hoses, radiator, and engine; inspect radiator for cracks, leaks, and debris and clean as needed for proper airflow; replace with new manufacturer-approved coolant.

Doosan Fork Truck Model B20X-7 Plus (SN: FBA12-4250-02790); Toyota Fork Truck Model 9BDRU15 (SN: 9BDRU15-39159) (Both electric; identical PM requirements.)

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

Uline Pallet Truck, Scale Model H-1679 (SN: 105606002004)

· Scale Calibration (Annual): Annual scale calibration in accordance with the manufacturer's specifications and applicable National Institute of Standards and Technology (NIST)-traceable weighing standards; provide a calibration certificate to the COR upon completion.

Battery Chargers (Energic Plus LF3 48-120-483; GNB EHF26T110)

· Semi-Annual Inspection: Inspect charger output, cable/connector condition, cooling fan operation, and safety shutoff function for each unit; torque-check all electrical connections; perform an infrared/thermal scan of connections to detect developing faults. Deficiencies reported per Section 6.1(b)–(c).

6.5. Personnel Performing Battery/Charging Work

Personnel performing work on battery or charging systems under this Section shall hold documented electrical safety training consistent with National Fire Protection Association (NFPA) 70E.

6.6. Acceptance and Completion Standard

a. Completion of a Service Event. A Service Event is complete and eligible for Acceptance only when all tasks bundled to that unit and frequency (per the PM Frequency Matrix and Price/Cost Schedule) have been performed and fully documented in the FSR. Performance of only a portion of a bundled Service Event does not constitute a completed Service Event and is not payable as such.

b. COR Review. The COR will review each FSR within ten (10) business days of receipt. Acceptance requires that the FSR document all required tasks, test results, calibration certificates (where applicable), and deficiencies as required by Sections 6.1(c) and 6.4. An FSR that is incomplete, or that reflects incomplete work, will be rejected in writing with the deficiency identified, and the associated Service Event will not be accepted or paid until the work and documentation are corrected and re-accepted.

c. No constructive acceptance for unperformed work. No Service Event shall be deemed accepted by lapse of time where the underlying work was not performed or was performed incompletely.

6.7. PM Scheduling, Timeliness, and Non-Performance

a. Scheduled timing. Each scheduled PM Service Event shall be completed and accepted within the month scheduled for that unit, as coordinated with the COR under Section 15.1 and reflected in any COR-approved PM schedule/calendar established under the resulting contract, or within a grace window of ten (10) business days thereafter. A Service Event not completed and accepted within that window due to Contractor fault is both (i) not payable and (ii) a performance failure.

b. Contractor-caused delay. Scheduling conflicts, run-around, employment or staffing difficulties, or the Contractor's failure to coordinate do not excuse a missed Service Event and do not extend the schedule.

c. Government remedies. For repeated or uncorrected missed scheduled PM Service Events under this Section, or failure to meet the 90% uptime requirement in Section 7.2, the Government may, at its discretion and in addition to any other remedy available under the contract: decline to exercise the next option period; reduce option-period quantities; require removal and replacement of assigned personnel per Section 10; document the matter in Contractor Performance Assessment Reporting System (CPARS); and/or pursue remedies for nonperformance under the contract's commercial terms.

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

· Annual Parts Allowance: A Government-established annual not-to-exceed (NTE) 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: Is the Government-established annual labor-hour quantity, priced at the Contractor's fixed hourly rate, as a single Line Item Number 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 Original Equipment Manufacturer (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 (FSEs) 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 FSR 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 this one (1) year 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.

Where any part or component carries a manufacturer's warranty — whether from the equipment Original Equipment Manufacturer (OEM) or from the component/parts manufacturer (for example, batteries, tires, or battery chargers) — exceeding one (1) year, that part or component shall remain covered under the applicable manufacturer's warranty for its full stated period. Such extended coverage applies to the part or component only and does not lengthen the Contractor's one (1) year workmanship warranty above.

For a warranted part or component that fails after the one (1) year period has expired but while still within its manufacturer warranty, the replacement part shall be provided at no cost to the Government under that manufacturer warranty, and the Contractor shall facilitate the warranty claim on the Government's behalf; the associated removal and replacement labor may be billed at the fixed contract hourly rate through the unscheduled maintenance quote-and-approval process in Section 7.3. Where such a failure occurs within the one (1) year period, both the part and the associated labor shall be provided at no additional cost to the Government.

The Contractor shall identify to the COR any part or component carrying a manufacturer's warranty exceeding one (1) year and shall provide the supporting warranty documentation to the COR at the time of installation. A part or component subject to an extended manufacturer warranty shall be recorded in the applicable FSR.

8. Invoicing and Payment

8.1. Governing payment principles. The Government pays only for services that have been actually performed, documented, and accepted in accordance with this SOW. The Government does not pay ratably, on a level-of-effort basis, or in advance for scheduled maintenance. Scheduled PM is payable only as completed and accepted Service Events; unscheduled maintenance is payable only as completed and accepted corrective repairs authorized under Section 7.3. Payment on any other basis (for example, monthly or annual installments not tied to a completed, accepted Service Event) is not authorized under this contract.

8.2. Scheduled PM invoicing. Each Scheduled PM Service Event is billed at its fixed per-event unit price in the Price/Cost Schedule, and only after the Service Event is complete (Section 6.6(a)) and the corresponding FSR has been accepted by the COR (Section 6.6(b)). Where a unit has multiple events in a period (e.g., two semi-annual events), the Contractor bills each event only in the period in which it is performed and accepted; partial completion of a bundled Service Event is not billable until the full event is completed and accepted.

8.3. Invoice content. Each invoice shall itemize, by line item number, only those Service Events and corrective repairs performed and accepted during the billing period and shall attach or reference the accepted FSR(s) supporting each billed item. Invoices billing work not yet performed and accepted, or that do not reconcile to the line item number unit prices, will be rejected for correction.

8.4. Travel and transportation are not separately billable. The Contractor's fixed per-event PM prices and fixed hourly labor rate are fully inclusive of all overhead, travel, transportation, mileage, per diem, lodging, fuel, vehicle, and mobilization costs. Travel time to and from any Place of Performance is not billable labor and shall not be charged against the Annual Labor Allowance or invoiced under any line item. Only billable labor hours actually worked onsite at a Place of Performance are chargeable.

8.5. Labor billing increments (unscheduled labor). Billable onsite labor under the Annual Labor Allowance shall be billed as follows:

a. A minimum of one (1) hour shall be billed per site visit. Onsite labor of one (1) hour or less is billed at the one (1) hour minimum.

b. Onsite labor exceeding one (1) hour shall be billed for actual time worked, rounded up to the nearest thirty (30) minutes, not to exceed actual time worked plus the applicable rounding increment.

c. The Contractor shall not impose any minimum-hours-per-visit policy (e.g., a 2-, 3-, or 4-hour minimum) greater than the one (1) hour minimum stated in this Section, regardless of the Contractor's standard commercial practice. No such minimum shall be billed to or paid by the Government.

d. Labor hours are billable only against unscheduled maintenance authorized under Section 7.3. Labor inherent in a scheduled PM Service Event is included in that event's fixed per-event price and shall not be separately billed hourly.

8.6. Electronic submission. All payment requests shall be submitted electronically in accordance with VA Acquisition Regulation (VAAR) 852.232-72.

9. 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 Mountain Time (MT), 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.

10. Contractor’s Key Personnel The Contractor's skilled, experienced professional and/or technical personnel who are essential to the work are defined as “Key Personnel”. The CO may request immediate removal of any personnel 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.

The Contractor’s 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 at 559 Sandhill Ln. Contact information shall be provided to the COR for both locations.

11. Contractor Qualifications

· 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).

· 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.

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

12. Domain Knowledge The Contractor and their key personnel shall conform to the latest versions of OSHA, NFPA, Veterans Health Administration (VHA) Directives, ANSI/ITSDF B56 series, and the manufacturer's requirements.

13. Type of Contract Firm-Fixed-Price (FFP), with scheduled PM priced per Service Event and unscheduled maintenance funded through annual NTE parts and labor allowances.

14. 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.

15. Contractor and Government Responsibilities

15.1. Contractor Responsibility

· The 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, American Society of Mechanical Engineers (ASME), NFPA, Federal, State, County, and City laws, ordinances, and regulations.

· The Contractor and their 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 their 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.

· The Contractor’s key personnel shall sign in and sign out per Section 10 and communicate ongoing changes with the COR while on station.

15.2. 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.

16. 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 work may require a permit. It is incumbent upon the Contractor to be familiar with these requirements.

The Contractor shall provide all Safety Data Sheets (SDS) 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 Environment, Health, and Safety (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 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 and 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.