WSMR Maintenance and Marshalling SOW_2025.06.06.pdf

General Services Administration

Office of Fleet Management

Statement of Work

Vehicle Maintenance and Marshalling Support Services

White Sands Missile Range, NM

Contents

General Services Administration

Office of Fleet Management

Statement of Work

Vehicle Maintenance and Marshalling Support Services

White Sands Missile Range, NM

Contents

1.0 General

1.1 Introduction

1.2 Objective

1.3 Scope of Work

1.3.1 Vehicle Types

1.4 Location and Hours of Work

1.5 Applicable Documents

2.0 Marshalling Support Services

2.1 New Vehicle Delivery Inspection and Acceptance

2.1.1 Vehicle Delivery

2.1.2 Damage-in-Transit (DIT) Reporting

2.1.3 Manufacture Pre-Delivery Inspection (PDI)

2.1.4 Vehicle Preparation & Electronic Load of New Vehicle Data

2.2 License Plate and GSA Fleet Services Card Management

2.2.1 New License Plate and GSA Fleet Services Card Management

2.2.2 Removal of License Plate and GSA Fleet Services Card Management

2.3 Releasing Vehicle to GSA Customer

2.4 Receiving Used Vehicle

2.5 Preparation of Used Vehicle for Release to New Customer

2.6 3rd Party Device Management, Installation, Replacement or Removal

2.6.1 Telematics

2.6.2 Other Tracking and Communication Devices or Aftermarket Equipment - Optional Service

2.7 Fueling and Charging

2.7.1 Fueling Internal Combustion Engine Vehicles

2.7.2 Battery Electric Vehicle Charging (Plug-in Hybrid EV excluded)

2.8 Vehicle Movement

2.8.1 Standard Vehicle Movement Within 25 Miles

2.8.2 Standard Vehicle Movement Greater Than 25 Up To 50 Miles

2.8.3 Non-Standard Vehicle Movement Within 50 Miles, or All Vehicle Movement Greater than 50 Miles

3.0 On-Site Vehicle Maintenance Support Services

3.1 Vehicle Groups

3.2 Estimated Repair Requirements

Requirements for Maintenance Service:

3.3 Install New or Used Tires

3.4 Repair Flat (Puncture) Tire

3.5 Repair Flat (Puncture) Tire (Off Vehicle)

3.6 Wheel Balance

3.7 Road-Side Service Call

3.8 Minor Emergency and Quick-Fix Repairs

3.9 Preventive Maintenance – Standard Vehicles

3.10 Preventive Maintenance – Non-standard Vehicles

3.11 Preventive Maintenance - Non-standard Vehicles (Non-Powered)

3.12 Brake System Check - Standard Vehicles

3.13 Battery Check and Charge

3.14 Battery Replacement – Standard Vehicles

3.15 Battery Replacement – Non-standard Vehicles

3.16 Vehicle Reconditioning Services

3.17 Repairs, Rebuilds, Overhauls

3.18 Guarantee

4.0 Contractor Personnel Requirements

5.0 Facility Access

U.S. Army White Sands Missile Range, NM (WSMR)

6.0 Special Instructions

6.1 GSA Affiliated Customer Account (GACA)

6.2 GSA Inventory Management & Reporting

6.2.1 When providing marshalling services the Contractor must utilize eTools with their own device to perform the following functions:

6.3 GSA Accountability Form for Transportation Movement

6.4 Conflict of Interest

6.5 Invoicing Instructions - Marshalling services (see section 3.2 for authorization and payment information for Maintenance services)

6.5.1 Invoice Processing

6.5.2 Invoice Frequency

6.5.3 Invoice Content

6.6 GSA Employee Prohibition

6.7 GSA Star Mark

6.8 Information Technology Security

6.9 Internet Access

7.0 Performance Requirement Summary

7.1 Notice

8.0 Government Furnished Property (GFP)

9.0 Glossary of Abbreviations, Acronyms and Definitions

9.1 Glossary Table 1: Abbreviations and Acronyms

9.2 Glossary Table 2: Definitions

10.0 Facility Requirements

1.0 General

1.1 Introduction

The U.S. General Services Administration (GSA) Office of Fleet Management provides full service vehicle fleet management for its customer agencies. This acquisition seeks to fulfill GSA's on sight maintenance and marshalling needs through contractor-provided support services using industry best practices.

1.2 Objective

Providing customer-centric vehicle marshalling and maintenance services leveraging industry best practices.

1.3 Scope of Work

The scope of this contract includes support services to marshall new and existing Federal government vehicles, install 3rd party telematics/communication devices, perform scheduled and unscheduled maintenance and transport Federal government vehicles when necessary.

The Contractor is required to provide services in accordance with this Statement of Work (SOW) while meeting timeliness and quality standards. The Contractor is responsible for all subcontracting actions in this contract.

The Contractor must assign an employee as a program manager for this program. The program manager will serve as the primary point of contact for the Government for all matters related to the contract. The Contractor is responsible for notifying GSA's Contracting Officer's Representative (COR) and Contracting Officer (CO) in the event of program manager replacement. If an issue arises that is not addressed in this SOW, it should be forwarded to the COR and CO for resolution.

In the performance of this work, some limitations to commercial practices may apply to conform with federal laws, regulations, and policies.

1.3.1 Vehicle Types

Vehicles may include varying types such as light duty (Class 2-4) sedans, station wagons, sport utility vehicles, full and mid-size pickup trucks, full and mid-size vans, ambulances, law enforcement vehicles, school and transport buses, medium (Class 5-6) and heavy duty trucks (Class 7-8), trailers, wreckers, and carrier transport vehicles. The vehicles are powered by conventional combustion engines and most alternative fuels, including: battery electric, hybrid electric, hydrogen, mixtures containing up to 85 percent methanol or denatured ethanol, natural gas, liquefied petroleum gas, and biodiesel blends.

Vehicles may be operable or salvage/inoperable which may require transportation via towing, trucking, or flatbed.

The Contractor must provide support services for all operable or salvage/inoperable Federal government vehicle types and weights. Any movement of vehicles by the Contractor or its subcontractors must be done by properly licensed individuals.

1.4 Location and Hours of Work

The Contractor must be capable of performing services on and around White Sands Missile Range (WSMR), NM. Vehicle marshalling and maintenance work will be conducted using the existing government provided facilities on WSMR.

The contractor must operate from 2 facilities:

The primary facility will be used to conduct marshalling and maintenance service for the U.S.

Army White Sands Missile Range. The primary contractor facility must be open for business to conduct all work required Monday through Friday between 8:00 a.m. and 5:00 p.m. daily.

The secondary facility located in the NASA area of White Sands Missile Range will be used to conduct marshalling and maintenance services for NASA vehicles.. At a minimum this facility will be open 1 day per week from 8:30 a.m. to 4:30 p.m. and as needed depending on workload up to a maximum of 3 days per week.

1.5 Applicable Documents

The following list includes documents that will be made available to the Contractor and are essential for performance of the contract.

Contract Compliance

● GSAFleet.gov electronic Tools Guidance

● GSAFleet.gov GSA Logo Policy

● Telematic Installation Guides

● Manufacturing Pre-Delivery Inspection (PDIs)

2.0 Marshalling Support Services

The Contractor must provide marshalling support services for Federal government vehicles in accordance with the contract. The number of vehicles marshalled is estimated to be 100 vehicles per year.

In providing marshalling support services, the Contractor at minimum must perform the following work:

2.1 New Vehicle Delivery Inspection and Acceptance

2.1.1 Vehicle Delivery

At time of delivery, inspect and accept Federal government vehicles.

1. Inspect and accept the vehicle by scanning into GSA's inventory management and reporting tool (GSAFleet.gov) and signing the delivery receipt. Delivery receipts, as used in this SOW, encompass all carrier variations of Bill of Ladings (BOL), eBOL, Proof of Delivery (POD), ePOD, and any hard copy or electronic delivery receipts.

2. Document visible damage or missing components on the delivery receipt and annotate it in GSAFleet.gov.

3. Vehicles delivered outside of contracted hours must be inspected, accepted, scanned and documented on the first (1st) business day after discovery.

2.1.2 Damage-in-Transit (DIT) Reporting

Report damage to GSA representative within 24hrs of vehicle receipt and complete DIT claim submission process within three (3) business days of vehicle receipt.

2.1.3 Manufacture Pre-Delivery Inspection (PDI)

Within three (3) business days of vehicle acceptance, perform a PDI as required or directed following vehicle manufacturer guidance.

2.1.4 Vehicle Preparation & Electronic Load of New Vehicle Data

Within three (3) business days of vehicle acceptance:

1. Complete the electronic load of new vehicles and upload the delivery receipt, if available, in GSAFleet.gov.

2. Confirm the vehicle meets the order specification, including all auxiliary and/or optional equipment, according to the delivery list provided by GSA. The Contractor must immediately notify GSA via email upon discovery of missing options, equipment, or low/no fuel or charging requirement. If a vehicle requires fueling or charging, refer to Section 2.7.

3. Verify that the GSA Fleet services card matches the license plates.

4. Install the appropriate government license plates on the front and rear of the vehicle and pair the GSA Fleet services card and other GSA provided items/documentation with the vehicle.

2.2 License Plate and GSA Fleet Services Card Management

2.2.1 New License Plate and GSA Fleet Services Card Management

License plates and GSA Fleet services cards are ordered as matched sets by GSA, and sent to the Contractor's location. The Contractor must match and maintain an inventory of all license plates and GSA Fleet services cards received/installed and must reconcile in GSAFleet.gov.

2.2.2 Removal of License Plate and GSA Fleet Services Card Management

1. When requested by GSA, remove or replace license plates and GSA Fleet services cards.

2. Use GSAFleet.gov to reconcile license plates that are removed.

3. License plates and GSA Fleet services cards must be returned to GSA, in accordance with GSA guidance. Shipping costs will be borne by the Government and invoiced to

GSA.

2.3 Releasing Vehicle to GSA Customer

1. Manage customer scheduling of vehicle pick-up in GSAFleet.gov.

2. Exterior and interior of vehicle must be cleaned to industry standards prior to releasing to customer.

3. Provide to the customer all keys/remote devices, matching GSA Fleet services card, GSA provided items/documentation, and vehicle auxiliary items.

4. Inspect the vehicle with the customer. After inspection, both the customer and Contractor must sign the electronic Vehicle Accountability Form (eVAF) in GSAFleet.gov.

5. Assist customers with basic vehicle features and GSA provided guidance on vehicle operation.

2.4 Receiving Used Vehicle

1. Inspect the used vehicle for any damages and/or missing items, and take photos of any damage for upload into GSAFleet.gov.

2. Inspect the vehicle interior with the customer for building keys, cell phone chargers, garage remotes, etc. The agency customer must remove/take all their equipment.

3. Sign the eVAF with the customer in GSAFleet.gov.

4. Document on the eVAF vehicles having less than two (2) matching license plates, missing GSA Fleet services card, or mismatched plate and GSA Fleet services card sets. Any discrepancies must be reported to GSA in writing within one (1) business day of discovery.

2.5 Preparation of Used Vehicle for Release to New Customer

Within three (3) business days of GSA request, prepare the used vehicle for release to the new customer.

1. Spare tire, tools, and/or inflator kit must be installed in the correct storage position.

2. Vehicle fluids must be at manufacturer recommended levels.

3. Tires (including the spare tire if equipped) must be inflated to the manufacturer's recommended tire pressure.

4. Note tire condition, and identify if any warning lights are on.

5. Any potential repairs or maintenance must be identified and reported to GSA.

● Any repairs done as a marshalling service must be pre-approved and coordinated through the GSA Maintenance Control Center (MCC).

● These services will not be charged to this contract.

2.6 3rd Party Device Management, Installation, Replacement or Removal

2.6.1 Telematics

1. Maintain an inventory of all telematics device serial numbers received and installed.

2. Use a first-in, first-out inventory management practice with all telematics devices received.

3. Use GSAFleet.gov to scan the serial numbers of all telematics devices when received and installed on the vehicle.

4. As requested, install government-provided telematics devices in the vehicle in accordance with GSA-provided guidance within three (3) business days of vehicle acceptance.

5. Remove or replace telematic devices, as requested by GSA.

2.6.2 Other Tracking and Communication Devices or Aftermarket Equipment - Optional

Service

These devices include: cameras, toll transponders, interstate electronic logging devices, other aftermarket accessories, etc.

1. Maintain an inventory of all devices and equipment received and installed.

2. Use a first-in, first-out inventory management practice with all devices and equipment received.

3. As requested, install government-provided devices or equipment in the vehicle in accordance with GSA-provided guidance within three (3) business days of vehicle acceptance.

4. Remove or replace devices/equipment as requested by GSA.

2.7 Fueling and Charging

2.7.1 Fueling Internal Combustion Engine Vehicles

1. Verify the vehicle fuel gauge reads above empty, and the low fuel indicator is off, during any vehicle inspection.

2. If the fuel gauge reads empty or the low fuel indicator is on, the contractor must coordinate, in writing with GSA, to assure a minimum of three (3) gallons of fuel is added to vehicles at the current local prevailing rate. Labor costs associated with performing this work will be charged at a standard rate per vehicle. Fuel costs will be reimbursed separately.

2.7.2 Battery Electric Vehicle Charging (Plug-in Hybrid EV excluded)

Batteries must be charged to the minimum of 100 Miles or to a level coordinated with the COR.

2.8 Vehicle Movement

Movement of vehicles may be required in support of marshalling services. Vehicles may be released to a customer, transporter, another vendor, or to GSA.

The Contractor must safeguard license plates and GSA Fleet services cards during vehicle movement. The Contractor is liable for any damages, accidents, theft, or loss.

The Contractor must contact GSA immediately by phone and in writing via email if a breakdown or accident occurs during vehicle movement. In the event GSA is unreachable, the Contractor must transport the vehicle to the destination by the most economical means.

The following definitions apply for the purpose of vehicle movement:

Standard Vehicle means operable vehicles 12,499 lbs GVWR or less.

Non-Standard Vehicle means operable vehicles 12,500 lbs GVWR or greater, trailers, and any inoperable vehicles.

2.8.1 Standard Vehicle Movement Within 25 Miles

Relocate vehicles by driving or carrier service, to or from the Contractor's facility, within two (2) business days of the written request by GSA. Fuel/charging and toll costs associated with this vehicle movement are the responsibility of the Contractor.

Notify GSA immediately, if there are any discrepancies between GSA's written request and actual occurrence (e.g., vehicle is unavailable, inoperable, not accepted by customer). If alternate arrangements cannot be made at that time, the "dry run" costs will be borne by the Government.

2.8.2 Standard Vehicle Movement Greater Than 25 Up To 50 Miles

Transport vehicles to or from the Contractor's facility within five (5) business days of written request from GSA. Fuel/charging and toll costs associated with the vehicle movement are the responsibility of the Contractor.

Notify GSA immediately, if there are any discrepancies between GSA's written request and actual occurrence (e.g., vehicle is unavailable, inoperable, not accepted by customer). If alternate arrangements cannot be made at that time, the "dry run" costs will be borne by the Government.

2.8.3 Non-Standard Vehicle Movement Within 50 Miles, or All Vehicle Movement Greater than 50 Miles

Transport vehicles to or from the Contractor’s facility within five (5) business days of written request from GSA. Fuel/charging and toll costs associated with the vehicle movement are the responsibility of the Contractor.

Notify GSA immediately, if there are any discrepancies between GSA’s written request and actual occurrence (e.g., vehicle is unavailable, inoperable, not accepted by customer). If alternate arrangements cannot be made at that time, the “dry run” costs will be borne by the Government.

3.0 On-Site Vehicle Maintenance Support Services

The General Services Administration (GSA) Office of Fleet Management (GSA Fleet) has a requirement for on-site vehicle maintenance support services at the U.S. Army White Sands Missile Range and NASA White Sands Testing Facility located in New Mexico.

These services include routine repairs which consist of preventative maintenance of vehicles, tire repair, wheel balancing, roadside emergencies (on post), brake systems checks and repairs, electrical system checks and repairs, and minor emergency repairs. Warranty repairs are specifically excluded and must be performed by the manufacturers' representative. Accident and body repairs are specifically excluded and must be processed by the using government agency through approval from the GSA Fleet Accident Management Center. Unless otherwise indicated, the Contractor is responsible for all management, parts, materials, tools, supplies, equipment, disposal, documentation, labor, and transportation necessary to perform the work as described in this Statement of Work (SOW).

3.1 Vehicle Groups

For maintenance and repair services, vehicles have been broken down into two separate groups.

Standard Vehicle: Includes gasoline and diesel powered sedans, station wagons, ambulances, buses, and light duty trucks (including vans) 12,499 pounds Gross Vehicle Weight Rating (GVWR) and under.

Non-Standard Vehicle: Includes gasoline and diesel powered ambulances, buses, and trucks (including "dry freight" and "refrigerated" vans), special-purpose trucks, wreckers, and other special-purpose non-powered equipment, such as semi-trailers, 12,500 pounds Gross Vehicle Weight Rating (GVWR) and over.

3.2 Estimated Repair Requirements

● Standard Vehicles 45 per week

● Non-standard Vehicles 6 per week

The Contractor may accept additional vehicles exceeding the estimated weekly vehicle requirements. If the Contractor is unable to service vehicles which exceed the estimated requirements, the Government reserves the right to take those excess vehicles for repairs to other sources.

Requirements for Maintenance Service:

The Contractor must receive pre-authorization from GSA Fleet's Maintenance Control Center (MCC) for any maintenance/repair purchase equal to or greater than $100, and for all tires and batteries and glass replacement. Authorizations meeting these criteria are issued via a GSA Fleet purchase order from a Maintenance Control Center Specialist. GSA Fleet Maintenance Purchase Orders will be paid with a virtual credit card when services are completed.

All maintenance/repair below $100 will be authorized by the customer agency driver and paid for via the GSA Fleet Card (WEX).

3.3 Install New or Used Tires

The Contractor will purchase tires through GSA approved sources. The Contractor must work with the Maintenance Control Center (MCC) in advance for all tire purchases and replacements.

Job Includes: Removing wheel from vehicle; dismounting old tire from wheel and disposal of non-treadable tire; mounting new tire on wheel; balance wheel; and reinstalling wheel on vehicle.

Completion Time: Work must be completed within one (1) hour after receipt of tire.

3.4 Repair Flat (Puncture) Tire

Job Includes: Removing wheel from vehicle; dismounting tire from wheel; repairing puncture (patching only) from inside of tire; remounting repaired tire on wheel; and reinstalling wheel on vehicle. Includes washing and removal of debris if required.

Completion Time: Work must be completed within one and one half (1.5) hours after receipt of the vehicle.

3.5 Repair Flat (Puncture) Tire (Off Vehicle)

Job Includes: Dismounting tire from wheel; repairing puncture (patching only) from inside of tire;

remounting repaired tire on wheel. Includes washing and removal of debris if required.

Completion Time: Work must be completed within one (1) hour after receipt of tire and wheel.

3.6 Wheel Balance

Job Includes: Removing wheel from vehicle; removing/installing wheel weights; balancing wheel as required; and reinstalling wheel onto vehicle.

Completion Time: Work must be completed within one (1) hour after receipt of vehicle.

3.7 Road-Side Service Call

Job Includes: Minor road-side repair within the confines of White Sands Missile Range. Minor Road-side repairs are defined as those which can be performed within 1 hour or less without special tools or equipment.

Response Time: Within 1 hour after notification, the Contractor must be en route to the vehicle location.

Note: Basic Road-Side Service is for vehicles located within 25 miles of the contractor facility.

Service for vehicles located beyond 25 miles will be billed at the Road Service Call rate plus mileage for the distance beyond 25 miles, requires written notification to the COR along with the pre-authorization from the GSA Fleet MCC.

3.8 Minor Emergency and Quick-Fix Repairs

Quick Fix Repairs are defined as those repairs, such as lighting repairs/replacement, flasher replacement, windshield wiper blade repair/replacement, topping off fluid levels; which includes all fluid reservoirs, and any other minor repairs which can be performed within 30 minutes or less without special tools or equipment and are not referenced in the Mitchells 1 On Demand Labor Guide.

Minor Emergency Repairs are defined as vehicle repairs required after normal workday hours.

Minor Emergency Repairs must be performed by a qualified motor vehicle mechanic.

Parts/supplies utilized in the accomplishment of a Minor Emergency Repair request will be billed separately at cost.

Completion Time: Work must be completed within ninety (90) minutes after receipt of repair request.

3.9 Preventive Maintenance – Standard Vehicles

Preventive Maintenance must be performed by a qualified motor vehicle mechanic.

Job Includes: Oil change; replacement of oil filter; visually inspect brakes, chassis and body lubrication, to include hood/door hinges, locks, and all installed GSA-owned accessory equipment (i.e., power lift/tail gates, wheelchair lifts, winches, etc.); and other services, including, but not limited to: check all fluid levels (i.e. windshield washer fluid, Diesel Exhaust Fluid, etc.) and correct ("top off") as necessary; check antifreeze/coolant protection level to -25 degrees, and correct as necessary; inspect and clean engine and cabin air filters (with light air pressure) and replace, if necessary; inspect all belts, hoses, tires, and check tire pressure (adjust if necessary). Inspect lights and replace all inoperative lamps and bulbs, and report any discrepancies found. Check and inspect battery(s), battery cables, battery terminals/posts, and battery terminal/post connections for cracks and/or deterioration, inspect and adjust battery fluid level if necessary, and remove all corrosion from the battery terminals/posts and battery terminal/post connections.

Job Includes: All labor, oil (up to 6 quarts), oil filter, lubricants, fluids and any and all miscellaneous shop supplies to include, grease, windshield washer fluid, antifreeze/coolant, etc.

Air filter(s) (when required), and oil in excess of six (6) quarts, will be billed separately at cost.

Completion Time: Scheduled preventive maintenance must be completed within one (1) hour after receipt of vehicle. For non-scheduled preventive maintenance, work must be completed within four (4) hours after receipt of vehicle.

3.10 Preventive Maintenance – Non-standard Vehicles

Preventive Maintenance must be performed by a qualified motor vehicle mechanic.

Job Includes: Oil change; replacement of oil filter(s); replacement of fuel filter(s); fuel/water separator filter(s); coolant filter(s); Inspect and service air cleaner element (with light air pressure) and replacement as necessary, clean inside of filter canister of debris; visual inspection of front and rear brakes, chassis and body lubrication, to include hood/door hinges, locks, and all installed GSA-owned accessory equipment (i.e., wheelchair lifts, winches, power lift/tail gates, etc.); if applicable, checking and addition of transmission and differential oils/grease, as required; and other services, including, but not limited to: check all fluid levels (i.e. windshield washer fluid, Diesel Exhaust Fluid, etc.) and correct ("top off") as necessary;

check antifreeze/coolant protection level to -25 degrees and adjust as necessary; inspect all belts, hoses, tires, and check tire pressure (adjust as necessary); inspect lights and replace all inoperative lamps and bulbs, and report any discrepancies found. Check and inspect battery(s), battery cables, battery terminals/posts, and battery terminal/post connections for cracks and/or deterioration, inspect and adjust battery fluid level if necessary, and remove all corrosion from the battery terminals/posts and battery terminal/post connections. Fifth wheel operating and locking mechanism lubrication (if applicable). Refrigeration ("reefer") units and auxiliary air conditioning units for buses, etc.

The contractor must inspect cabin air filters, and clean or replace bus A/C filters as necessary.

Inspect all air lines and glad hand seals for condition.

Job Includes all labor, lubricants, fluids (except engine oil and DEF) and any and all miscellaneous shop supplies to include, grease, windshield washer solvent, antifreeze/coolant, etc. All filters, parts, DEF and engine oil will be billed separately at cost.

Completion Time: Work must be completed within eight (8) hours after receipt of vehicle.

3.11 Preventive Maintenance - Non-standard Vehicles (Non-Powered)

Job Includes: Chassis and body lubrication, to include all hinges, locking devices, and landing gear mechanism; performance of visual inspection of all running gear, to include, but not limited to: trailer glad-hand connections, air lines and reservoirs, suspension (sliding and/or fixed, "Air- Ride" or spring), wheels, hubs and hubometers, oil seals, tires (also, check tire pressure and adjust, as necessary), slack adjusters, and brakes; performance of visual inspection of all body structures, to include, but not limited to: front and side panels, radius panel, roof, roof bows, interior lining (if applicable), "E Track" and/or restraining tie rings (if applicable), scuffband (if applicable), ceiling liner (if applicable), side posts, rear opening door (swing-out or roll-up), side doors (if applicable), door locking mechanism, frame and crossmembers, trailer flooring, landing gear and shoes, trailer connecting king-pin, lighting (interior and exterior) and replace all inoperative lamps and bulbs, bumper, steps and hand rails (if applicable), vent doors (if applicable), and report any discrepancies found. Including installed GSA-owned accessory equipment such as power lift/tail gates, and refrigeration ("reefer") units, etc.)

Job Includes all labor for performance of visual inspections; lubrications; bulb replacements; the necessary oils and/or lubricants for the performance of the vehicle's preventive maintenance;

and, any miscellaneous shop supplied.

Completion Time: Work must be completed within eight (8) hours after receipt of vehicle.

3.12 Brake System Check - Standard Vehicles

Brake System Check must be performed by a qualified motor vehicle mechanic.

Job Includes:

1. Removal of all wheels from vehicle to expose brake drums, brake calipers, brake rotors, backing plates to determine if any brake system maintenance needs to be accomplished

2. Vehicles with a floating axle, remove wheel seal and wheel bearing to determine if replacement is necessary

3. Reassembly of all disassembled parts, and remounting of wheels onto the vehicle This job does not include any maintenance, repairs, or replacement of parts determined to be necessary by GSA. When required, any maintenance, repairs, or replacement of parts will be accomplished on the same work order and billed separately at cost. Time already allowed for the inspection (1 hour) will become a part of the total hours charged for repair.

Completion Time: Work must be completed within one (1) hour after receipt of vehicle. Within eight (8) hours, if repair is needed (excluding time if parts must be ordered).

3.13 Battery Check and Charge

Job Includes:

1. Inspect all cables, wiring and belt tension

2. Cleaning of cable terminals

3. Battery charge

4. Test of vehicle's charging system

Completion Time: Work must be completed within two (2) hours after receipt of vehicle.

3.14 Battery Replacement – Standard Vehicles

The Contractor must work with the Maintenance Control Center (MCC) in advance for all battery replacements. The battery must meet OEM minimum standards, with a manufacturer's warranty.

Batteries will be billed separately at cost.

Job Includes: Inspection of all cables, wiring, and belt tension; charge and test of non-responsive battery; installation of new battery; cleaning of cable terminals and battery box; and check of charging system.

Completion Time: Work must be completed within four (4) hours after receipt of vehicle.

3.15 Battery Replacement – Non-standard Vehicles

The Contractor must work with the Maintenance Control Center (MCC) in advance for all battery replacements. The battery must meet OEM minimum standards, with a manufacturer's warranty.

Batteries will be billed separately at cost.

Job Includes: Inspection of all cables, wiring, and belt tension; charge and test of non-responsive battery; installation of new battery; cleaning of cable terminals and battery box; and check of charging system. Batteries will be billed separately at cost.

Completion Time: Work must be completed within six (6) hours after receipt of vehicle.

3.16 Vehicle Reconditioning Services

● Basic Wash – The basic wash includes the washing of the vehicle's exterior, including glass, door jambs, tires and wheel rim/covers.

● Detailed Cleaning – Detailed cleaning includes all items listed in the basic wash plus interior vacuuming of floors and seats, interior windows, door panels and dashboard cleaning.

● Engine Compartment Cleaning – Engine compartment cleaning includes cleaning of major surface areas within the engine compartment (air cleaner cover, battery, etc.);

wash and/or steam clean when necessary.

Note: Basic Wash and Detailed Cleaning services require a request from the driver. Engine Compartment Cleaning requires pre-approval from GSA MCC as part of a mechanical repair.

3.17 Repairs, Rebuilds, Overhauls

Repairs, rebuilds, and overhauls must be performed by a qualified motor vehicle mechanic.

The contractor will perform repairs, rebuilds, or overhauls major assemblies of internal combustion automobiles, buses, trucks or tractors. Work involves, but is not limited to the following: Diagnosing the source of trouble and determining the extent of repairs required;

replacing worn or broken parts such as piston rings, bearings, or other engine parts; grinding and adjusting valves; rebuilding carburetors; overhauling transmissions; and repairing fuel injection, lighting, and ignition systems. This also includes the repair of installed GSA-owned accessory equipment, such as winches, power lift/tail gates, refrigeration (reefer) units, and auxiliary air conditioning units for buses, etc.

This work excludes work already covered in paragraphs 3.3 through 3.15 of this SOW.

Note: Work under this paragraph will be time and material, requires written notification to the COR and prior approval from GSA Fleet's Maintenance Control Center (MCC) for any amount equal to or greater than $100.

3.18 Guarantee

(a) Notwithstanding inspection and acceptance by the Government or any provisions concerning the conclusiveness thereof, the Contractor guarantees and warrants that all materials furnished and all services performed under this contract will be free from defects in material and workmanship and will conform to the requirements of this contract for a period of ninety (90) days or 4,000 miles, whichever occurs first. The Contractor shall remedy all such defects at his own expense, in a timely manner at Fleet Service Representative's (FSR) or Contracting Officer Representative's (COR) discretion, but no later than one (1) workday after notification by the ordering office. Any such work will not be counted as part of the estimated daily requirements.

(b) Should a warranty for new or rebuilt assemblies or subassemblies offered by a manufacturer or re-manufacturer be longer than that stated above, it shall apply for the longer period.

(c) The COR shall give written notice of any such defect or non-conformance to the Contractor within the applicable warranty period, with a copy to the Contracting Officer. Such notice shall state that either:

1. The Contractor shall correct or re-perform any defective or non-conforming materials or services, or

2. The Government does not require correction or re-performance.

If the Contractor is required to correct or re-perform, it shall be at no cost to the Government, and any materials or services corrected or re-performed by the Contractor pursuant to this guarantee, shall be subject to all provisions of this guarantee to the same extent as work initially performed. If the Government does not require correction or re-performance, the Contracting Officer shall make an equitable adjustment in the contract price.

4.0 Contractor Personnel Requirements

All Contractor personnel proposed to work under this contract must be U.S. Citizens without felony convictions.

Contractor personnel are required to submit complete and accurate security clearance paperwork prior to beginning work. If any required information is incomplete or inaccurate and cannot be processed, resulting delays will be at the expense of the Contractor.

The Contractor must provide a shop foreman who will be the onsite contact for the GSA Contracting Officer's Representative (COR).

The Contractor must provide a diesel mechanic with Automotive Service Excellence (ASE) certification or formalized training that specializes in diesel engine and heavy truck repair.

Mechanics must have Automotive Service Excellence (ASE) or equivalent mechanic certifications or formalized training.

5.0 Facility Access

U.S. Army White Sands Missile Range, NM (WSMR)

The Contractor shall adhere to all security-related laws, requirements, and regulations that bind the Government. All involved Contractor personnel are required to cooperate fully with the WSMR Directorate of Emergency Services (DES) to ensure that police/fire investigative personnel have complete and unhindered access to incident or accident scenes and personnel for investigative purposes, and provide personal information for minimum background checks for non-Common Access Card (CAC) holders.

The Contractor shall make its employees available for photo identification badges, when required by the Government, on a schedule to be worked out with the Contracting Officer's Representative (COR). The Government will make the badges after a favorable NCIC-III security background report has been received on the Contractor employees.

Contractor employees shall sign each badge at the time of photographing. The Contractor shall see that all badges are returned to the COR when employees are dismissed or terminated. The Contractor will notify the COR when employee badges are lost. It will be the responsibility of the Contractor to pay for replacement badges.

NASA White Sands Test Facility, NM (WSTF)

The Contractor shall adhere to all security-related laws, requirements, and regulations that bind the Government. All involved Contractor personnel are required to be cleared and badged with the NASA protective services office where they will validate US citizenship and other credentials. The Contractor must identify the individuals who will provide support at NASA and provide the necessary information to process temporary badging.

The Contractor shall make its employees available for required documents and photo identification badges when required by the Government on a schedule and to be worked out with the Contracting Officer’s Representative (COR). The Government will issue the badges after a favorable NCIC-III security background report has been received on the Contractor employees.

Contractor employees shall sign each badge at the time issue. The Contractor shall see that all badges are returned to the COR when employees are dismissed or terminated. The Contractor will notify the COR when employee badges are lost. It will be the responsibility of the Contractor to pay for replacement badges.

All involved Contractor personnel are required to cooperate fully with the NASA Security Protective Service to ensure that police/fire investigative personnel have complete and unhindered access to incident or accident scenes and personnel for investigative purposes.

6.0 Special Instructions

6.1 GSA Affiliated Customer Account (GACA)

The Contractor must obtain a GACA to share files in Google Drive or Google Sites. GSA will provide guidance on how to create a GACA and utilize it appropriately.

6.2 GSA Inventory Management & Reporting

The Contractor must manage and utilize eTools in GSAFleet.gov to perform marshalling activities. The Contractor will have full access to the GSAFleet.gov help page user guides.

6.2.1 When providing marshalling services the Contractor must utilize eTools with their own device to perform the following functions:

● Vehicle Delivery Scan

● Damage in Transit (DIT) Reporting

● Vehicle Load

● Telematics Purchase Order Reconciliation

● Telematics Installation

● Appointment Scheduler

● Electronic Vehicle Accountability Form (eVAF)

● License Plate Reconciliation

● License Plate Pending Destruction

● Offline Mode Management

6.3 GSA Accountability Form for Transportation Movement

1. Utilize this form when a vehicle is transported to or from the Contractor's location. In the event there is any damage annotated on the delivery receipt, verify the tag numbers, VINs, and odometer readings, providing a countersigned copy of the form to GSA.

2. Report to the GSA representative via email no later than one (1) business day after the vehicle is returned or arrives if any damage to the vehicle was documented. Failure to notify GSA of the damage within the specified timeframe will result in the Contractor being held liable for the damage.

3. The Contractor will be financially responsible for any loss of a vehicle that is released without appropriate documentation.

6.4 Conflict of Interest

1. Regardless of location or type of sale, to avoid conflict of interest or the appearance of it, the following individuals may not purchase government vehicles sold at any GSA sale, or act as an agent or representative of the buyer (directly or indirectly):

● Contractor

● Subcontractors

● Employees of either the Contractor or its subcontractors

● Immediate household members of either the Contractor or its subcontractors

2. Any entity in which the Contractor has financial interest is not allowed to purchase (directly or indirectly) government vehicles sold at any GSA sale.

3. In the event the Contractor becomes the owner of a government vehicle sold by GSA, they must notify the Contracting Officer's Representative (COR) in writing of the circumstances and sell, or dispose of the vehicle within 30 calendar days of taking ownership of the vehicle. The sale or disposal of the vehicle will be at no cost to the Government and all costs will be the responsibility of the Contractor.

6.5 Invoicing Instructions - Marshalling services (see section 3.2 for authorization and payment information for Maintenance services)

6.5.1 Invoice Processing

Invoice processing, payment instructions and format will be provided by the Government on each task order.

6.5.2 Invoice Frequency

Invoicing for Marshalling Support Services must, at a minimum, be submitted on a monthly basis.

6.5.3 Invoice Content

The Contractor's invoice must include:

● Name and address of the Contractor

● Invoice date and number

● Task order number

● Line item number, description, quantity, unit of measure, unit price and extended price of the items delivered. Attached supporting documentation must include:

● Listing of the vehicles marshalled in format provided by the COR

● For the calculation of storage as defined in Section 5.2. Include the dates when vehicles were secured/accepted and released

● Terms of any discount for prompt payment, if offered

● Name, title, and phone number of person to notify in event of defective invoice

6.6 GSA Employee Prohibition

Any immediate family member or member of the household of a GSA employee working as an employee of the Contractor is prohibited from performing any work under the GSA contract.

6.7 GSA Star Mark

The U.S. General Services Administration Star Mark is a registered Mark with the U.S. Patent and Trademark Office and is only for the official use of GSA. GSA has both a regular trademarked Star Mark and a GSA Contract Holder Star Mark for ads which can be found in more detail here: https://www.gsa.gov/reference/gsa-logo-policy .

1. The regular GSA Star Mark may only be used on GSA websites and on materials made directly by GSA for use by the Contractor.

2. The Contractor can only use the GSA Contract Holder Starmark on ads made directly by the Contractor and that are solely marketing GSA vehicles. Downloadable Contract Holder Starmark: https://www.gsa.gov/system/files/gsa_contract_holder_artwork.zip

3. When using the GSA Logo, the Contractor must adhere to the GSA Logo Policy:

https://www.gsa.gov/reference/gsa-logo-policy

6.8 Information Technology Security

1. Internet accessible vendor web applications used for in-scope services must be secure and use secure protocols (e.g., TLS 1.2), Federal Information Processing Standards (FIPS)-approved algorithms, and FIPS 140-2 validated encryption modules (where possible).

2. Web site connections (if any) must use HTTPS-only, with HSTS (HTTP Strict Transport Security). Secure access with multi-factor authentication (MFA) is strongly recommended.

6.9 Internet Access

Internet access is required so that the Contractor can upload and download files to GSA servers or web-based applications. Wi-Fi access to the internet must be provided to GSA representatives while on site.

6.10 Sensitive Items

1. The Contractor must notify GSA immediately by phone and in writing if any sensitive items are left in the vehicles. Sensitive items include but are not limited to:

● Bio-hazardous materials

● Drugs and paraphernalia

● Weapons

● Munitions

● Keys (other than vehicle keys)

● Government electronics (e.g., laptops, cell phones)

● Government documents

● Government driver personal items

● State license plates or other agency license plates

2. The Contractor must coordinate with GSA on returning these items to GSA or the customer agency, and keep these items in secured storage until proper disposition has been completed at no additional cost to the Government.

7.0 Performance Requirement Summary

Timely performance and submission of deliverables is essential to successfully completing the work requirements within this SOW. A summary of performance requirements can be found in the attached Tables 2 through 5. All deliverables must be prepared and submitted according to media, content, and schedule described in the SOW.

7.1 Notice

All information and data related to this program that the Contractor gathers or obtains must be both protected from unauthorized release and considered the property of the Government. The Contracting Officer will be the sole authorized official to release verbally or in writing any data, draft deliverables, final deliverables, or any other written or printed materials pertaining to this contract.

8.0 Government Furnished Property (GFP)

1. The scope of work requires the Contractor to maintain and marshall vehicles. To perform this work, the Government will furnish the property listed below. An "official list" is not available as this property is ordered on an "as needed" basis. In accordance with Federal Acquisition Regulation (FAR) Part 45, the Contractor will be responsible for managing the property (inventory and reporting) utilizing eTools in GSAFleet.gov. The Contractor is required to provide secured storage for GFP and is financially responsible for loss, destruction, or damage which is beyond the normal wear and tear.

Government furnished property includes:

● Government owned vehicles for maintenance or marshalling

● Government facility to support maintenance and marshalling

● Fleet Services Cards assigned to each vehicle

● License Plates assigned to each vehicle

● Telematics devices to be installed in vehicles

● Other devices to be installed in vehicles (e.g., cameras, toll transponders, interstate electronic logging devices, aftermarket accessories)

2. The contractor is responsible for security and storage of vehicles from the time of vehicle acceptance until it is transferred and released to a Customer Agency, transport contractor, auction contractor, vehicle buyer, GSA or a third party approved by GSA.

3. Vehicle Use Prohibition - The Contractor is prohibited from utilizing any government-owned vehicle for personal or business use while in the possession of the Contractor.

4. GSA Fleet Services Card Use Prohibition - The Contractor is prohibited from utilizing a GSA Fleet services card. This includes for personal or business use, or fueling of government vehicles.

9.0 Glossary of Abbreviations, Acronyms and Definitions

9.1 Glossary Table 1: Abbreviations and Acronyms

Abbreviation Definition

ACH

Automated Clearing House (utilized to electronically transfer funds to the U.S.

Treasury)

AES Automated Export System

BOL Bill of Lading

CO GSA's Contracting Officer

CONUS Continental United States (the lower 48 states and the District of Columbia)

COR GSA's Contracting Officer's Representative

CR Condition Report

DIT Damage-in-transit eBOL Electronic Bill of Lading

ECR Electronic Condition Reportro eIMS Electronic Inventory Management System ePOD Electronic Proof of Delivery

EV Electric Vehicle - Includes Fully Battery Electric, Hybrid and Plug-In Hybrid eVAF Electronic Vehicle Accountability Form

FIPS Federal Information Processing Standards

FMC Fleet Management Center

GBL Government Bill of Lading

GFP Government Furnished Property

GVWR Gross Vehicle Weight Rating

HSTS HTTP Strict Transport Security

HTTPS Hypertext Transfer Protocol Secure

IP Address Internet Protocol Address

MCC GSA's National Maintenance Control Center

MFA Multi-factor Authentication

OEM Original Equipment Manufacturer

OVE Online Vehicle Exchange

PDF Portable Document Format

PDI Pre-delivery Inspection

POD Proof of Delivery

RO/RO Roll on/Roll off

SCO GSA's Sales Contracting Officer

SF-114C General Sales Terms and Conditions Standard Form 114C

SF97-1 Standard Form 97-1 - Government Certificate to Obtain Title

TWIC Transportation Worker Identification Credential

VIN Vehicle Identification Number

WSMR White Sands Missile Range

9.2 Glossary Table 2: Definitions

Term Definition

Carrier (Method of

Transportation)

Method of transportation utilizing another vehicle to move the vehicle (e.g., car carrier, car hauler, flatbed, rollback, wrecker, tow truck).

Customer Agency Any government agency that leases vehicles from GSA Fleet

Damage-in-Transit

(DIT)

Any damage that occurs to the vehicle that is attributable to the carrier's handling of the vehicle during transportation and on-load or off-load of the vehicle

Delivery Receipt

Delivery receipts encompass all carrier variations of Bill of Ladings (BOL), eBOL, Proof of Delivery (POD), ePOD, and any hard copy or electronic delivery receipts.

Electronic Vehicle

Accountability Form

(eVAF)

A function used in conjunction with proprietary software GSAFleet.gov to capture all relevant data, as well as interior / exterior condition elements, during a GSA leased vehicle exchange, turn in, or pick up.

Fedwire Electronic transfer of funds to the U.S. Treasury

Fleet Management

Center (FMC) Location that manages GSA Fleet vehicles.

Fleet Services Card

GSA Fleet uses a commercial purchase card for fuel, maintenance, and repair services. Each Fleet Services Card is assigned to a specific vehicle and is only to be used for the vehicle identified on the card. The commercial provider of the

Fleet Services Card may change over time. Currently the Fleet Card is being provided through WEX.

GSAFleet.gov

Proprietary software for electronically loading vehicle data (license plates, Fleet

Services Card, and vehicle specific information such as vehicle make, model, year, color, tire size, etc.), performing vehicle assignments to customers, terminating customer vehicle assignments, completing the Electronic Vehicle

Accountability Form (eVAF), and uploading data to GSA servers.

Invoice, Processing and Payment (IPP)

IPP is the Treasury Department's government-wide invoice and processing and payment system.

National Maintenance

Control Center (MCC)

The GSA MCC is responsible for oversight and authorization of the vehicle maintenance and repair for GSA Fleet vehicles prior to a vehicle being placed in sale status.

New Vehicle

Vehicle ordered by GSA that will be shipped consignee delivery directly from the manufacturer to the marshalling location, shipped from the manufacturer to a local dealership and be courtesy delivered to the marshalling location, or be shipped from the manufacturer to a local dealership and require transport from the dealership to the marshalling location

Sale Vehicle Vehicle that has met replacement criteria and will be sold

Secure Storage The term "secure" means unauthorized access will not be possible at any time

(e.g., vehicles, license…