Statement of Work Earle Forklift SOW.pdf

DEPARTMENT OF HOMELAND SECURITY (DHS)

Federal Emergency Management Agency

STATEMENT OF WORK (SOW) FOR:

Forklift Preventive Maintenance, Repairs, and Transport Services

FEMA Region 2 Warehouse, Naval Weapons Station Earle, New Jersey

Updated: September 16, 2026

Frances Serrano, Contracting Officer

PROCUREMENT SENSITIVE INFORMATION

This document contains non-public information intended for use on a need-to-know basis within FEMA only.

Please protect this document as procurement sensitive and handle accordingly.

1.0 General Information

1.1 Background

The Federal Emergency Management Agency (FEMA) requires forklift preventive maintenance, repair, and transportation services for forklift equipment located at the FEMA Region 2 Warehouse in New Jersey. The warehouse supports FEMA Region 2 shipping and receiving operations, including disaster response support for New Jersey, New York, Puerto Rico, and the U.S. Virgin Islands.

Maintaining fully operational forklift equipment is essential to FEMA’s ability to support timely disaster response operations. The forklifts include battery-operated forklift trucks, propane-fueled forklift trucks, associated batteries, and battery chargers.

1.2 Purpose

The purpose of this requirement is to obtain contractor support to perform preventive maintenance, diagnose equipment issues, and complete authorized repairs services when required by FEMA.

1.3 Scope

The Contractor shall provide all personnel, supervision, equipment, tools, materials, transportation, and other items necessary to perform preventive maintenance, repairs, and transportation services for FEMA forklift equipment. All work shall be performed in accordance with applicable manufacturer recommendations, industry standards, federal, state, and local laws and regulations, and the requirements of this SOW.

This is a non-personal services contract. The Government will not exercise supervision or control over contractor personnel.

1.4 Period of Performance

The period of performance shall be one (1) 12-month base period from the date of award, with four (4) 12-month option periods.

2.0 Place of Performance

Services shall be performed at the FEMA Region 2 Warehouse located at Naval Weapons Station Earle in Colts Neck, New Jersey, 00772, unless otherwise directed by FEMA for authorized transportation services.

The facility is located on a secure military installation. Contractor personnel must comply with all applicable access, identification, escort, and security requirements. Contractor personnel must be United States citizens to obtain access to the installation.

3.0 Equipment Covered

The equipment covered under this SOW includes the following:

Equipment Type Identifier

Daewoo Model G25E-3 Propane-powered forklift FEMA Barcode 1363441

TCM Model FCG25-4HL Propane-powered forklift FEMA Barcode F110214

Crown RM 6000 Series Battery-powered forklift FEMA Barcode 1422033

Crown RM 6000 Series Battery-powered forklift FEMA Barcode 1422034

Battery Charger Model D3E-18-680 Battery charger FEMA Barcode 681048

Battery Charger Model D3E-18-680 Battery charger FEMA Barcode 681050

SL-A Lead-Acid Batteries Forklift batteries Two units, no barcode

4.0 Contractor Requirements

4.1 General Requirements

The Contractor shall:

1. Provide qualified personnel to perform forklift preventive maintenance, repair diagnostics, authorized repairs, and transportation services.

2. Perform all work in accordance with applicable manufacturer guidance, industry standards, and safety requirements.

3. Coordinate all site visits with the Contracting Officer’s Representative (COR).

4. Ensure all personnel comply with site access requirements.

5. Protect Government property from damage.

6. Report damage, accidents, injuries, or safety incidents to the COR or FPM within one hour of the incident.

7. Maintain accurate service records and provide reports for all work performed.

8. Obtain written approval from the Government before performing repairs that require additional funding.

4.2 Contractor Personnel

Contractor personnel shall be trained, qualified, and experienced in the maintenance and repair of forklift equipment, batteries, and battery chargers. The Contractor shall provide technician qualifications, certifications, resumes, or experience documentation as required by the solicitation.

The Government may restrict access for any contractor employee or prospective contractor employee who is identified as a potential threat to health, safety, security, or mission operations.

4.3 Safety and Environmental Requirements

The Contractor shall comply with all applicable federal, state, and local safety, environmental, occupational health, and hazardous material requirements, including applicable OSHA requirements.

The Contractor shall be responsible for proper handling, removal, and disposal of fuels, contaminated materials, filters, rags, batteries, used oils, and any other materials generated during performance of the work.

The Contractor shall ensure that vehicles and drivers used in performance of this contract comply with applicable federal, state, and local requirements.

4.4 Subcontracting

The Contractor is responsible for the performance, quality, and compliance of all subcontractor work. The Contractor shall ensure subcontractors comply with all applicable contract requirements.

5.0 Specific Tasks

5.1 Task 1: Preventive Maintenance Services

The Contractor shall perform two (2) preventive maintenance services per year on each forklift, battery, and battery charger covered under this SOW. Preventive maintenance shall be performed approximately every six months, unless otherwise coordinated with the COR.

Preventive maintenance shall include, at a minimum:

1. Inspecting each forklift for safe and functional operation.

2. Checking fluid levels and topping off fluids as required.

3. Inspecting gauges, meters, lights, mirrors, horn, backup alarms, seat belts, strobes, and other safety features.

4. Checking for leaks, corrosion, wear, damage, or other deficiencies.

5. Inspecting electrical systems, wiring, cabling, batteries, and charging systems.

6. Inspecting brakes, steering, tires, forks, mast assemblies, hydraulic systems, and other operational components.

7. Lubricating required fittings and components.

8. Recording equipment readings, including run hours and other relevant measurements.

9. Identifying required repairs or deficiencies.

10. Determining whether each unit is Fully Mission Capable (FMC) or Non-Mission Capable (NMC).

11. Providing a written service report or inspection sheet for each item serviced.

Electrical tape shall not be used as a permanent repair for damaged wires or cables.

5.2 Task 2: Battery-Operated Forklift, Battery, and Charger Maintenance

For battery-operated forklifts, batteries, and chargers, the Contractor shall inspect and service components necessary to ensure safe and reliable operation. This includes, but is not limited to:

1. Drive axle, rear wheel alignment, steering, mast, lift, and reach assemblies.

2. Brakes, motors, pumps, accelerator assemblies, switches, and control panels.

3. Battery electrolyte levels, cable condition, connectors, corrosion, and battery surfaces.

4. Charger electrical output, ventilation, cooling, operation, and physical condition.

5.3 Task 3: Propane-Fueled Forklift Maintenance

For propane-fueled forklifts, the Contractor shall inspect and service components necessary to ensure safe and reliable operation. This includes, but is not limited to:

1. Engine oil, coolant, brake fluid, transmission fluid, hydraulic fluid, and other required fluids.

2. Radiator, air cleaner, fuel system, exhaust system, hoses, and belts.

3. Brakes, steering, clutch, accelerator system, transmission, drive axle, mast, lift cylinders, tilt cylinders, and bearings.

4. Tires, wheels, hub bolts, battery, electrical system, starter, alternator, and related components.

5. Hydraulic pumps, control valves, cylinders, and other operational systems.

5.4 Task 4: Repairs

The Contractor shall diagnose equipment issues identified during preventive maintenance or in response to FEMA service requests.

If a repair exceeds a minor adjustment or quick fix, the Contractor shall:

1. Notify the COR or FPM of the issue.

2. Identify whether the equipment remains Fully Mission Capable or is Non-Mission Capable.

3. Provide a written repair estimate that includes labor, parts, materials, and any other applicable costs.

4. Obtain written Government approval before performing the repair.

5. Complete the repair after receiving written authorization from the Contracting Officer or authorized Government representative.

6. Provide documentation of repairs completed.

No repairs requiring additional funding shall be performed without prior written Government approval.

6.0 Deliverables

The Contractor shall provide the following deliverables:

Deliverable Description Due Date Submitted To

Key Personnel Information

Names, phone numbers, and email addresses for key contractor personnel

Prior to award or as requested

Contracting Officer and COR

Technician Qualifications

Certifications, resumes, or experience documentation

With proposal or as requested

Contracting Officer and COR

Preventive Maintenance Reports

Inspection/service report for each forklift, battery, and charger serviced

After each service

Contracting Officer and COR

Repair Estimates Written estimate for repairs requiring additional funding

Before repairs are performed

Contracting Officer and COR

Transportation Quotes

Written estimate for transportation services

Before transportation is performed

Contracting Officer and COR

Invoices

Invoices identifying date of service, work performed, equipment serviced, and applicable barcode

After service completion

FEMA Finance Center, Contracting Officer and COR

7.0 Service Reports

The Contractor shall provide a written service report or inspection sheet for each preventive maintenance service, repair, or assessment performed.

Each report shall include, at a minimum:

1. Equipment type.

2. FEMA barcode or identifier, if applicable.

3. Unit run hours, if applicable.

4. Date of service.

5. Name of service technician.

6. Description of work performed.

7. Findings or deficiencies identified.

8. Parts replaced, if any.

9. Repairs recommended, if any.

10. Equipment status as Fully Mission Capable or Non-Mission Capable.

The Contractor may use its own standard inspection form if it includes the required information and is acceptable to the Government.

8.0 Quality Control

The Contractor shall establish and maintain a quality control process to ensure all services are performed in accordance with this SOW. The Contractor’s Quality Control Plan shall describe how the Contractor will:

1. Ensure qualified personnel perform the work.

2. Schedule and track preventive maintenance services.

3. Verify completion of required inspections and maintenance tasks.

4. Identify, document, and report deficiencies.

5. Ensure repairs are not performed without proper authorization.

6. Maintain service records and submit required reports.

7. Correct performance deficiencies.

9.0 Quality Assurance Surveillance Plan

9.1 Purpose

The purpose of the Quality Assurance Surveillance Plan is to provide a method for the Government to evaluate whether the Contractor is performing services in accordance with the requirements of this SOW.

9.2 Government Surveillance

The Government will monitor contractor performance through review of service reports, invoices, repair estimates, transportation quotes, communications with contractor personnel, and observation of work when appropriate.

The COR may inspect work performed and may request clarification, correction, or additional documentation when needed.

9.3 Performance Standards

The Contractor shall meet the following performance standards:

Requirement Performance Standard Method of Surveillance

Preventive Maintenance

Two preventive maintenance services are completed annually for each covered forklift, battery, and charger

Review of service reports and maintenance schedule

Service Quality Services are performed in accordance with manufacturer recommendations, industry standards, and this SOW

Inspection, service report review, and COR feedback

Reporting Service reports are complete, accurate, and submitted after each service Review of submitted reports

Repair Estimates Written estimates are submitted before repair work requiring additional funding is performed

Review of repair documentation

Authorization Repairs and transportation services are not performed without prior Government approval

Review of approvals, invoices, and communications

Safety Compliance

Work is performed safely and in compliance with applicable safety and environmental requirements

Observation, incident reports, and COR/FPM feedback

Responsiveness Contractor coordinates timely scheduling and response to Government requests

Review of communications and service timelines

Invoicing Invoices accurately reflect services performed, equipment serviced, and approved costs

Invoice review and comparison to service documentation

9.4 Acceptable Quality Levels

Requirement Acceptable Quality Level

Preventive Maintenance Completion 100% of scheduled preventive maintenance services completed within the agreed schedule

Service Reports 100% of reports submitted with required information

Unauthorized Repairs 0 unauthorized repairs requiring additional funding

Requirement Acceptable Quality Level

Safety Incidents Caused by Contractor Noncompliance 0 avoidable incidents

Invoice Accuracy 100% of invoices supported by service documentation and approvals

Access and Coordination Compliance 100% compliance with facility access and coordination requirements

9.5 Performance Deficiencies

If the Government identifies a performance deficiency, the COR or Contracting Officer may require the Contractor to correct the issue. The Contractor shall respond to Government-identified deficiencies and take corrective action within a timeframe established by the Government.

Repeated or unresolved deficiencies may be documented in contractor performance records in accordance with applicable acquisition requirements.

10.0 Government Responsibilities

FEMA will:

1. Provide access to the facility, subject to applicable security and escort requirements.

2. Provide available equipment information needed to perform the work.

3. Review service reports, repair estimates, transportation quotes, and invoices.

4. Provide written authorization before the Contractor performs repairs or transportation services requiring additional funding.

5. Designate Government points of contact for coordination.

11.0 Invoice Requirements

Invoices shall include, at a minimum:

1. Contract or order number.

2. Date of service.

3. Type of service performed.

4. Equipment serviced, including barcode or identifier when applicable.

5. Labor, parts, materials, transportation, and other approved costs, as applicable.

6. Supporting service reports, approved repair estimates, or approved transportation quotes.

Invoices shall be submitted in accordance with the contract terms and instructions provided by the Government.

12.0 Points of Contact and Authority

The Contracting Officer is the only individual authorized to bind the Government, modify the contract, or authorize changes to contract terms and conditions.

The COR may provide technical direction and coordinate access and scheduling, provided such direction does not change the scope, terms, conditions, or funding of the contract.

The Contractor shall not proceed with work that changes contract scope or requires additional funding without written authorization from the Contracting Officer or other authorized Government official.

Federal Emergency Management Agency